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FISCAL MANAGEMENT OPERATIONS GUIDE
Faculty/Staff Services
All departmental deposits are made at the Fiscal Services Offices. These deposits may be taken to any of the three office locations: JPL 1.03.06, MS 1.02.04, or Downtown at FS 1.500D. Departmental deposits require a completed "Deposit Transmittal Form" which are available at Microsoft Outlook/Public Folders/All Public Folders/UTSA Forms/Fiscal Services
It is important that the Deposit Transmittal Form be completed with the following information:
· Date
· Name of department making the deposit
· Department Extension Number
· Description of the deposit (what you want your monthly ledger to show)
· Complete and valid account number (10 digit number) as well as a valid object code (if your are unsure of this information, the Office of Accounting can assist you)
· Amount of the deposit
· Signature of staff member preparing the deposit and a signature by management (Both signatures are required)
The Fiscal Services cashier entering the deposit will confirm that the totals of checks, cash, and credit cards listed on the form match the actual checks, cash, and credit cards attached. If there are any discrepancies, the cashier will immediately return everything to the department representative for correction.
Deposits that are dropped off by department for later processing will be immediately verified and a manual receipt will be provided to the department representative. The deposit if not processed immediately will be logged into a “Pending Deposit Log”. Once complete the Fiscal Accounts Specialist will log the receipt number and initial.
Deposits that are dropped off and verified that for some reason need to be returned to the department (ie: declined credit card) will be logged into the “Returned Deposit Log”. Prior to release of the deposit a staff identification card will need to be presented and the log book signed by the representative.
Deposits made will not be reflected in the account balance on *DEFINE until final approval is completed by the Office of Accounting. This process is generally completed within 3 to 4 business days.
XIV. Cash Handling Procedures
See Administrative Guideline 4.1 - Cash Handling and Management and 4.1.1 - Processing Cash Payments for more information.
UTSA will accept wires/electronic transfers in payment of outstanding balances due the University. The Business Manager should be notified prior to the wire/electronic transfer of (1) the amount to be transferred and (2) the exact date the transfer will occur. The electronic payment file must include sufficient information for the Business Office to ascertain what account should be credited.
Students should be aware that the wire/electronic transfer does not automatically update the student information system. Transfers for which a payment deadline applies should be promptly verified to ensure that the proper student account is updated prior to any drop dates.