Microsoft Word - Departmental Deposit Procedures- FINAL 12.2022.docx

1

UpdatedDecember2022

DepartmentalDepositProcedures



TableofContents

AboutDepartmentalDeposits.........................................................................................................................................................2

ProcessOverview............................................................................................................................................................................2

1. PrepareBankDeposit.........................................................................................................................................................3

2. PrepareDepositAccountingReporting.............................................................................................................................3

3. ReconciletheDeposit.........................................................................................................................................................4

DetailedDepositInstructionsbyPaymentMethod........................................................................................................................5

DeliverytotheController’sOfficeDropBox.............................................................................................................................5

AuxiliaryInvoicePaymentsMailedtotheController’sOffice..................................................................................................5

Credit/DebitCardDeposits........................................................................................................................................................5

RemoteDesktopDepositTechnology........................................................................................................................................5

ArmoredCarService...................................................................................................................................................................5

EFTPayments..............................................................................................................................................................................6

DeliverytoaUniversityBankBranch.........................................................................................................................................6

DepartmentalDepositFormProcedures........................................................................................................................................7

CompletingtheDepartmentalDepositForm............................................................................................................................7

RevenueDeposit.........................................................................................................................................................................7

ExpenseRefund..........................................................................................................................................................................9

ExpenseandTravelReimbursements......................................................................................................................................11

ProcessingtheDepartmentalDeposit...........................................................................................................................................13

ContactUs.....................................................................................................................................................................................14



2

UpdatedDecember2022

AboutDepartmentalDeposits

DepartmentalDepositsarepaymentsreceivedbytheUniversityforanypurposeotherthantopayforchargesonastudent’s

account, such as tuition, fees, and related charges. Typically, Departmental Deposits are received to pay for sales of

goods/servicesprovidedbyanAuxiliarydepartment,ortoreimbursetheUniversityforpayments

previouslyissuedtoavendor,

faculty,staff,student,orothermemberoftheUniversitycommunity.DepartmentalDepositsmaybemadethroughavariety

ofpayment  methods, includingcash (coinand currency),checks, money orders,credit anddebit cards,andelectronicfunds

transfers(ACHand/orWirepayments).

The Departmental Deposit Procedures

outlined here describe the deposit delivery and accounting process and provide

consistency,promoteinternalcontrols,andinformdepartmentsabouthowtoretrievedepositbackupinformationwithinOMNI

Financials(FI).

All departments handling deposits must comply with the University’s Cash Management Policy. As outlined in this policy,

departmentsmayberequiredtobeestablishedasanauthorizedcashcollectionpointandareresponsibleforensuring:

‐ Securitywhenstoring,handling,andtransmittingdeposits

‐ Propersegregationofduties

‐ Timelydepositdelivery

‐ Timelynotificationofelectronicpaymentandreportingofcredit/debitcardsales

‐ Reconciliationofdeposit

accountingentriestoreceiptsandsalesrecords



ProcessOverview

Departmental Deposits may be received and/or presented by any member of the University community, depending on the

natureofthedeposit.TherearethreerequirementsforeachDepartmentalDeposit:

1. PrepareBankDeposit

2. PrepareDepositAccountingReporting

3. ReconciletheDeposit



Thefirsttwostepsbelowareperformedat

thesametimeforeachdeposit.Pleaserefertothefollowingproceduresspecificto

thepaymenttypeandpaymentpurposeforhowtopreparethedepositandassociatedpaperwork.

PrepareBankDeposit

Departmentreceivesphysicaldeposit:

• SecurelydelivertoController'sOfficeDropBox

• SecurelydelivertoUniversitybanklocation

• UtilizeArmoredCarServiceapprovedbytheUniversity

•Forchecks/moneyorder,useRemoteDesktopto

electronicallydepositchecks

PayermailsdirectlytoAuxiliaryPOBox

(forOMNIAuxiliaryinvoicesonly)

Departmentacceptscreditordebitcard

paymentatUniversityapprovedterminal

Payerdirectlytransmitsfundstobankvia

EFT(ACHorWire)

PrepareDepositAccountingReporting

DepartmentalDepositForm

• Submittoctl‐[email protected]forelectronicpayments,

ArmoredCarservicedeposits,RemoteDesktopcheck

deposits,andcredit/debitcardpaymentbatches

• Submitalongwithphysicaldepositforcash/check/money

orderwhendeliveringphysicalpaymentstoController's

OfficeDropBox

AuxiliaryInvoiceInformation

• Submittoctl‐EFT@fsu.eduforelectronicpayments

• Submitwithphysicaldepositforcash/check/moneyorder

ReconciletheDeposit

ReviewARDirectJournals(for

DepartmentalDepositsforunbilled/point

ofsaleorexpensereimbursement)

or

ARPaymentJournals(forAuxiliary

InvoicesgeneratedinOMNI)

toensurealldelivereddepositsare

accountedforasexpected

3

UpdatedDecember2022

1. PrepareBankDeposit

AllDepartmentalDeposits,regardlessofpaymentmethodorpurpose,mustbedepositedintotheUniversity’sbankaccount. 

MethodsofpreparingpaymentsfordepositintheUniversity’sbank:

A. PhysicalPayments(cash,coin,check,moneyorder):

a. Securely deliver Departmental Deposits to the Controller’s Office Drop Box located outside of the Student



BusinessServicesoffice atA1500University Center.Thepaymentshould beaccompaniedwithacompleted

DepartmentalDepositForminatamper‐resistantdepositbag. 

i. ForDepositsrelatedtoAuxiliaryInvoices(createdinOMNIFIwithinvoiceIDsbeginning“AUX”),acopy

oftheDepartmentalDepositFormisnotrequired.Instead,acopyoftheinvoiceorreferencetothe

invoiceIDthepaymentisrelatedtoshouldbeprovided.

b. UsetheUniversity’sauthorized

Armored CarService.Useofthisservice isapprovedand establishedbythe

Controller’sOffice.

c. UsetheUniversity’sRemoteDesktopDeposittechnologytoelectronicallypreparechecksfordepositwithout 

requiringphysicaldelivery.UseofthisserviceisapprovedandestablishedbytheController’sOffice.

d. CustomersreceivingOMNIAR/Billing

AuxiliaryinvoicesmaymaildepositsdirectlytotheAuxiliaryServicesPO

Box,asinstructedontheirinvoice(forAuxiliaryInvoicesbeginning“AUX”only).Departmentsshouldnotmail

paymentstotheController’sOfficeforprocessing.

e. SecurelydeliverDepartmentalDepositsdirectlytotheUniversity’sbankinatamper‐resistantdepositbagwith



adepositslip,ifauthorizedtodosobytheController’sOffice.

Note:Cashandcoinshouldneverbemailed.DelivercashandcoindirectlytotheController’sOfficeDropBox.

B. ElectronicFundsTransfer(EFT/ACH/Wire)

a. FundsaretransmitteddirectlytotheUniversity’sbankbythepayer.Contactthe

CashManagement&Banking

team to establish the EFT setup. A fee may be assessed by the payer’s bank for these services. Payment

remittanceinformationshouldbesentbythepayertoctl‐[email protected].

C. Credit/DebitCard

a. FundsarecollectedbythecreditcardmerchantandremittedtotheUniversity’sbankafterbatchsettlement.

PaymentcardactivityisprocessedbytheUniversitymerchantproviderandsettleddaily.Fundscollectedare

remittedtotheUniversity’sbankbetween1‐3businessdays.

2. PrepareDepositAccountingReporting

AllDepartmentalDeposits,regardlessofpaymentmethodorpurpose,mustbeaccountedforwithintheUniversity’sfinancial

system(OMNI).

1. TheDepartmentalDepositFormisusedtoensurealldepositsareaccountedforproperly:

a. Torecordrevenueforpoint‐of‐sale(notinvoiced)transactionsofanypaymenttype

b. Torecordexpenserefundsandexpensereimbursementsofanypaymenttype

c. Torecordtravelreimbursementsofanypaymenttype

2. ThefollowingdocumentationshouldaccompanytheDepartmentalDepositForm:

a. Acopyofthe

dailybatchsettlementreportforpoint‐of‐saledebit/creditcardtransactions

b. Acopyofthebankdepositslipforcashand/orchecktransactions

3. Deposits associated with Auxiliary Invoices (invoices created in OMNI FI with invoice IDs beginning “AUX”) do not

requireacopyoftheDepartmentalDepositForm,

astheaccountingisdefinedwithinthesystemwhentheinvoiceis

created.

a. Forthesedeposits:

i. Physicalpayments:CustomersshouldremitpaymentdirectlytotheAuxiliaryServicesPOBoxshown

ontheinvoiceordelivertotheController’sOfficeDropBox.Includeacopyoftheinvoiceorreference



theinvoicenumberonthepayment.

4

UpdatedDecember2022

ii. Electronic payments (ACH/EFT):Customersshould  email ctl‐[email protected] with payment remittance

information,includinginvoiceIDs.

Note:CustomerswhowishtoremitpaymentforAuxiliaryinvoicesviacreditcardshouldvisitthewebsiteshownontheinvoice.

3. ReconciletheDeposit

TheController’sOfficerecordsaccountingentriesforDepartmentalDepositsnotassociatedwithAuxiliaryinvoicesdirectlyin

OMNIausingARDirectJournalfunctionality.Theseappearas‘ARD’journalentriesondepartmentalledgers.Theinformation

providedontheDepartmentalDepositFormwillbeusedtocreatetheaccountingentriesfordeposits.

Auxiliary

invoicingappearsas‘BI’journalentriesondepartmentalledgerswhenthebillingoccurstorecord therevenueand

related accounts receivable andappears as ‘ARP’ journal entries on departmentalledgers when the payment is received to

recordthecashandremovetherelatedaccountsreceivable.

Accountingentrieswillbeposted

todepartmentledgerswithinthreebusinessdaysofthedepositpostingtotheUniversity’s

bankaccountandupontheDepositAccountingteamreceivingallrequiredformsandsupportingdocumentation.

EachDepartmentisresponsibleforreconcilingDepartmentalDepositstoverifythateachdepositexpectedhasbeenreceived

andaccountedforproperly.Transaction

informationneededtoperformdepartmentalreconciliationsisincludedwithinOMNI

FI.Pleaseusethefollowingqueriesandinstructionstoretrievetheinformationnecessarytocompletedepositreconciliations:

 Deposits of payments recorded as AR Direct Journals (ARDs) may be reviewed and reconciled using the

FSU_DPT_DIRECT_JRNL_DEPOSITquery.

 DepositsofpaymentsassociatedwithOMNIAuxiliaryAR/Billing Invoicesmaybe reviewedand reconciledusingthe

FSU_CTRL_AUX_PAYMENTquery.

Payment attachments are located directly within  OMNI FI. Attachments may include check images, Departmental Deposit

Forms, and other payment remittance information. Attachments are also linked in the BI Transaction Details and Budget &

TransactionDetailsreports,

likeothertransactiontypes.

CheckimagesdirectlytransmittedtothebankthroughanArmoredCarServicewillnotberetainedinOMNIFIunlesstheimages

areprovidedalongwiththeDepartmentalDepositForm.Inthiscase,theycanbeuploadedasattachmentstothepayment.

Allattachmentsmustbe

redactedofsensitivedatasuchasbankandroutingaccountnumbersfoundonchecksbeforebeing

sentviaemail.Forinstructionsonhowtoretrieveapaymentattachment,pleasevisittheAttachmentsandReceiptsforDeposits

trainingguide.



5

UpdatedDecember2022

DetailedDepositInstructionsbyPaymentMethod

DeliverytotheController’sOfficeDropBox

DepartmentsthataredeliveringdepositsinpersonshouldplacetheminthesecuredropboxlocatedoutsideoftheStudent

BusinessServicesofficeatA1500UniversityCenter.DepositsshouldincludeacompletedDepartmentalDepositFormor,for

OMNIAR/BillingAuxiliaryInvoicepayments,acopyoftheAuxiliaryInvoice(invoiceIDsbeginning“AUX”).

Cash,checks,andmoneyordersshouldbesecuredinawhitetamper‐resistantdepositbagbeforebeingplacedintotheDrop

Box.ClearbagscanbeusedonlyfordepositstakendirectlytoWellsFargovia

armoredcarcourierpickupservices.

The Controller’s Office Drop Boxisavailable for deposits 24 hoursaday, 365 days a yearincluding holidays and weekends.

Departmentsregularlydeliveringdepositswithalargequantityofcash/checkswillneedakeytowidentheDropBoxtodeposit

thesebags.

KeyswillbesuppliedtothesedepartmentsasnecessarybyStudentBusinessServices.

StudentBusinessServicesdoesnotacceptDepartmentalDepositsinpersonatthecounter.StudentBusinessServicesaccepts

studentpayments,parkingfeepayments,andemployeepayrollreimbursementsinpersonatthecounter.

Note: Payroll reimbursements processed in Campus Solutions

 by Student Business Services should be accompanied with a

completedPayrollReimbursementForm.



AuxiliaryInvoicePaymentsMailedtotheController’sOffice

CustomersreceivingAuxiliaryInvoicesmaymailthepaymentsdirectlytotheAuxiliaryPOBox,asinstructedontheirinvoice:

FloridaStateUniversityAuxiliaryAccountsReceivable

P.O.Box3062397

Tallahassee,FL.32306‐2397



PaymentssentbymailshouldincludeacopyoftheAuxiliaryInvoice(invoiceIDsbeginning“AUX”).

Note:Thisis

forOMNIAR/BillingAuxiliaryInvoicesbeginningwith“AUX”only.Departmentsshouldnotmailpaymentsofany

typetotheController’sOffice



Credit/DebitCardDeposits

Established Cash Collection sites using University‐approved point‐of‐sale credit card terminals should complete the

DepartmentalDepositFormandreportitalongwithsupportingdocumentationtoctl‐[email protected].DepartmentalDeposit

Formsshouldbesubmitteddailywheneverpossible,andnolaterthantwodaysafterthedatethepaymentsweremade.

Departments using the Transact online payment solution for eMarkets do not need to provide a copy of the Departmental

DepositForm,asdepositactivitywillflowtoOMNIFIbased

ontheaccountingasdefinedwithinthesystem.



RemoteDesktopDepositTechnology

DepartmentsroutinelyreceivingcheckpaymentsattheirlocationmaybeauthorizedtoutilizetheUniversity’sRemoteDesktop

DepositoptionforelectronicallyremittingcheckpaymentsdirectlytotheUniversity’sbank.Departmentsshouldscanchecks

usingthecheckscannerdailytoensuretimelydeposit.Onthesameday,depositsshouldbescannedand

savedtoPDF,redacting

MICR (bank account)  and other sensitive information from checks. These scans should be submitted along with the

DepartmentalDepositFormtoctl‐[email protected]onthesamedaythechecksaresubmittedelectronicallytothebank.



ArmoredCarService

ThisserviceisprovideduponapprovalbytheController’sOffice.Departmentsusingarmoredcarpickupserviceswillneedto

preparetheirdepositsbycompletingthefollowingforeachdaydepositsareprocessed:

6

UpdatedDecember2022

 Completeabankdepositslipnotingcheckandcashinformation

 Secureallcash,check,and/ormoneyordersinacleartamper‐resistantdepositbag

 Completethepickupmanifestforallitems

 Securedepositsawaitingpickupinalockedsafeorotherapprovedsecurelocationuntilthearmoredcarservicearrives 

SendthecompletedDepartmentalDepositFormalongwiththebankdepositslipandanyothersupportingdocumentationto

ctl‐[email protected] the same day that the deposit is completed and ready for pickup.Account information listed on the

depositslipshouldnotberedactedwhenprovidedtotheController’sOffice.

Note:Departmentsshouldcontactctl‐[email protected]forreordersofbankdepositslipsand/ortamper‐resistantdepositbags.



EFTPayments

Payersareinstructedtosubmit paymentapplication information toctl‐[email protected]toremitelectronicpayments

directlytotheUniversity’sbank.

IfadepartmentisawareofanincomingEFTpayment(ACHorWire),theymaycompletetheDepartmentalDepositFormand

submitittoctl‐[email protected].

Whennecessary,aController’sOfficerepresentativewillreachouttodepartmentsformoreinformationabouthowtoapply

an electronic deposit, such as when payment remittance information was not received from the payer, or a Departmental

DepositFormwasnotreceived.

Payersshouldrequestthatpaymentremittancebesubmittedtoctl

‐EFT@fsu.edu.



DeliverytoaUniversityBankBranch

DepartmentsauthorizedtodeliverDepartmentalDepositsdirectlytoabranchoftheUniversity’sbankmustprovideacopyof

theDepartmentalDeposit Form,thebank depositslip,and anyothersupportingdocumentation toctl‐[email protected]on

eachdayadepositismade.



7

UpdatedDecember2022

DepartmentalDepositFormProcedures

CompletingtheDepartmentalDepositForm

A separate Departmental Deposit Form is required for each payment method.Payment methods are categorized by the

following:

1. Cash/Check/MoneyOrder

a. ShownasthefollowingontheDepartmentalDepositForm:

i. Checks/Cashier’sCheck/TravelersCheck

ii. Cash

iii. MoneyOrder

2. Credit/DebitCards

3. EFT/ACH/Wire

FollowtheinstructionsontheformtoappropriatelyclassifythedepositaseitheraRevenueDeposit(forsales)oranExpense

Refund (for

 receiving payments to refund or reimburse the University for payments previously issued). Note that Expense

Refundsmustreferencetheoriginalexpensetransaction.



ForquestionsaboutwhetherpaymentsshouldbedepositedwithFloridaStateUniversity(asAuxiliaryorsponsoredrevenue,

orasanexpensereimbursement),theFSUFoundation,theFSUResearch

Foundation,oranotherrelatedentity,pleasereferto

theUniversity’sDepositGuidanceandrelatedExamplesortheUniversity’sPlacementofFundsPolicy7A‐17.



Please do not include credit card information or other sensitive data on Departmental Deposit Forms. Credit card numbers

shouldneverbesentviaemail,norshouldbestoredeitherphysicallyorelectronically.TheDepartmentalDepositFormisnot

usedtomakepaymentsbutisusedtorecordaccountingentries.



RevenueDeposit

A revenue deposit is related to point ‐of‐sale activity received to pay for sales of goods/services provided by an Auxiliary

department.Thebelowfieldsarerequired tobecompletedoneachform:



I. SectionI:DepositSummary:

DepartmentsshouldcompletetheDepartmentName,DatePrepared,andPreparerNamefields

forallRevenueDeposits.



A. DepositType

i) RevenueDepositshouldbeselectedfromthedrop‐downmenu.

B. DepositTotal

i) Arevenuedepositcanbeanegativeamountifthedailycreditcardsettlementbatchnettedasadebitresulting

fromrefundsissued.

C. PaymentMethod

i) Choose

theappropriatepaymentmethodfromthedrop‐downmenu.

D. CreditCardsOnly,Part1

i) Choosetheappropriatemerchant(i.e.,AmexforAmericanExpressdepositsettlements)fromthedrop‐downmenu

E. CreditCardsOnly,Part2

i) TerminalNumber:Departmentsshouldcontactctl‐[email protected]iftheyareunsureof

theirassignedterminal

number.

ii) TransactionDate:Thisisthedatethecreditcarddailybatchwassettled.

F. ForChecks

i) Enterthetotalnumberofchecksincludedwiththedeposit.

8

UpdatedDecember2022



II. SectionII:RevenueDepositDetail

Thissectionshouldbecompletedforrevenuedeposits(ofanypaymentmethod)forpoint‐of‐saleitemsnotassociatedwith

an Auxiliary invoice in OMNI FI. Multiple accounting lines can be created for one deposit. Complete each line with the



appropriate Department/Fund/Accountcodedistributions, ensuringthatthe totalof column Aequalsthe Deposit Total

amountlistedonSectionI:DepositSummary.PleasenotethatrevenuedepositsintendedfortheFSUFoundationonfund

599shouldnotbesubmittedonthisform.ThosefundsmustbesenttotheFSU

Foundationtoreceiptaccordingly.



A. Amount

B. InvoiceNumber/ItemID

a. Thisfieldcaninclude textthat adepartment wishestobeincluded ontheaccountingline.For example,for

deposits containing a check, the check number can be included in this field. OMNI FI has an established

characterlimit

forthisfieldwhen enteringtextintothesystem.DepositAccountingwilldotheirbesttoenter

theinformationfromthisfieldasitfitsbestintothisfieldinthesystem.

C. Department

D. Fund

a. DepartmentsmayusetheFSUFundStructureguidanceformoreinformationaboutFundCodes.



E. Account

a. RevenueDepositsareassociatedwithrevenueaccountcodes.Thesecodesbeginwith6XXXXX.Departments

mayusetheRevenueAccountDictionarytohelpdeterminetheappropriateAccountcodetobeusedorrefer

totheDepositGuidanceandrelatedexamplesformoreinformation.

F. Project

a. Thisfieldshouldbeusedifthedepositisassociatedwithanopenproject.

G. ChartfieldcolumnsGthroughIshouldbeusedifthedepartmentassociatesaChartfieldcodetothedeposit.

9

UpdatedDecember2022

it relates to the nature of the deposit. Fi



ExpenseRefund

Expense Refundsare relatedto payments receivedfrom avendor to refunda department forall or aportion of apayment

previously made to that vendor. The payer must be the vendor who originally was paid by the University and supporting

documentationoftheexpensemustbeprovided.Thedefining

characteristichereisthatthedepartmenthadpreviouslypaid

thevendorandrecordedanexpenseforthisitem.

I. SectionI:DepositSummary:

DepartmentsshouldcompletetheDepartmentName,DatePrepared,andPreparerNamefieldsforalldepositsrelatedto

ExpenseRefunds.



A. DepositType

i) ExpenseRefundshouldbe

selectedfromthedrop‐downmenu.

B. DepositTotal

i) AnExpenseRefundshouldbenotedasapositiveamountsincetheUniversityisreceivingtherefundpayment.

C. PaymentMethod

i) Choosetheappropriatepaymentmethodfromthedrop‐downmenu.

(1) Credit card payments are not typically received for Expense Refunds. Departments should contact ctl‐

[email protected]forquestionsrelatedtoacceptingcreditcardpaymentsforExpenseRefunds.

(2) Forcheckpayments,theadditionalinformationinSectionF.mustalsobecompleted:

(a) SectionF:ForChecks

(i) Enterthenumberofchecksincludedinthedeposit.



Note:SectionII:RevenueDepositDetailshouldnotbecompletedforExpenseRefunds.PleaseproceedtoSectionIII:Expense

RefundDetailof

theDepartmentalDepositForm.



10

UpdatedDecember2022



II. SectionIII:ExpenseRefundDetail

SectionIIIshouldbecompletedforadepositofapaymentresultingfromanExpenseRefund.Toprocessthetransaction,

documentation must contain evidence that the refund is appropriate. Reference is required to be made to the original

transactions,

supportedbytheassociatedjournal,voucher,orexpensereportID.



Expense Refundsshould beaccompanied bythe AP JournalID and/or theVoucher ID wherethe expense wasoriginally

created.ThedepartmentshouldusethequeryFSU_DPT_GL_JRNL_WITH_VCHRinOMNIFItofindthisinformation.



A. ExpenseRefundType

a. Currently

the form provides two options from the drop‐down menu. Please use Expense Reimbursement

optionforallExpenseRefunds.

B. Amount

a. EnsurethattheamounttotalequalstheDepositTotalamountlistedonSectionI:DepositSummary.

C. Department

D. Fund

a. DepartmentsmayusetheFSUFundStructureguidance

formoreinformationaboutFundCodes.

E. Project

a. Thisfieldshouldbeusedifthedepositisassociatedwithanopenproject.

F. Account

a. Expense Refund Deposits are associated with expense account codes. These codes begin with 7XXXXX.

Departmentsshouldensurethatthesameaccountingdistributionusedtorecordtheoriginalexpenseisused

recordtheExpenseRefund.

G. ChartfieldcolumnsGthroughIshouldbeusedifthedepartmentassociatesaChartfieldcodetothedeposit.

H. OriginalTransRef

a. ThisfieldisrequiredtobecompletedbythedepartmentforallExpenseRefunds.Referencemustbemadeto

theoriginaltransactions,

supportedbythejournal,voucher,orexpensereportID.Thisinformationandbackup

canbefoundinOMNIFIbyusingthequeryFSU_DPT_GL_JRNL_WITH_VCHR.



Note: If the original expense occurred in a prior year, and it is on an E&G fund code, it will need to be recorded to the

correspondingCFfund.Forexample,110



140,120



121,etc.

11

UpdatedDecember2022



DepartmentsmayusetheExpenseAccountDictionaryasaresourceforExpenseAccountCodes.



ExpenseandTravelReimbursements

ExpenseReimbursementsarepaymentsreceivedfromathirdpartytoreimbursetheUniversitydollarfordollaronanexpense

thattheUniversitypaidforinadvanceonbehalfofthesamethirdparty.Thesedepositsmayalsoberelatedtofundsreceived

toreimbursetheUniversityforpaymentspreviouslyissuedto

avendor,faculty,staff,student,orothermemberoftheUniversity

community.ThisincludesTravelReimbursements.

Note:Expense ReimbursementsbeingmadebetweenUniversitydepartments shouldberequested usinganExpense  Transfer

DOL.ThisincludesreimbursementsbilledviaOMNIAuxiliaryAR/Billingprocedures.

I. SectionI:DepositSummary:

DepartmentsshouldcompletetheDepartmentName,DatePrepared,andPreparerNamefieldsforalldepositsrelatedto

ExpenseandTravelReimbursements.



A. DepositType

i) ExpenseRefundshouldbeselectedfromthedrop‐downmenu.

B. DepositTotal

i) An Expense Refund should be noted

as a positive amount since the University is receiving the reimbursement

payment.

C. PaymentMethod

i) Choosetheappropriatepaymentmethodfromthedrop‐downmenu.

(1) CreditcardpaymentsarenottypicallyreceivedforExpenseandTravelReimbursements.Departmentsshould

contactctl‐Deposits@fsu.eduforquestionsrelatedtoacceptingcreditcardpaymentsforExpenseandTravel

Reimbursements.

(2) Forcheckpayments,theadditionalinformationinSectionF.mustalsobecompleted:

(a) SectionF:ForChecks

(i) Enterthenumberofchecksincludedinthedeposit.



Note:SectionII:RevenueDepositDetailshouldnotbecompletedforExpenseandTravelReimbursements.Pleaseproceedto

SectionIII:

ExpenseRefundDetailoftheDepartmentalDepositForm.



12

UpdatedDecember2022

III. SectionIII:ExpenseRefundDetail

Section III should be completed for the deposit of a payment resulting from an Expense or Travel Reimbursement. To

process the transaction, documentation must contain evidence that the reimbursement is appropriate. Reference is

requiredtobemadetotheoriginaltransactions

orConcurExpenseReport,supportedbytheassociatedjournal,voucher,

orexpensereportID.



Expense Reimbursements should be accompanied by the AP Journal ID and/or the Voucher ID where the expense was

originally created. The department should use the query FSU_DPT_GL_JRNL_WITH_VCHR in OMNI FI to find this

information.



Travel

Reimbursements should be accompanied by the EX Journal ID and Expense Report ID where the expense was

originally created. The department should use the query FSU_DPT_GL_JRNL_WITH_EXP_SHEET in OMNI FI to find this

information.Departments canalso findExpense Reportinformation withintheirConcur  accountontheExpense Report

Header.



ExpenseRefundType

a. IfthepaymentisrelatedtoaTravelReimbursement,pleaseselecttheTravelReimbursementoptionfromthe

drop‐downmenu.

b. Forallotherreimbursementpayments, pleaseusetheExpenseReimbursementoptionfromthedrop‐down

menu.

J. Amount

a. Ensurethattheamounttotalequalsthe

DepositTotalamountlistedonSectionI:DepositSummary.

K. Department

a. ExpenseReimbursementsshouldberecordedtothedepartmentIDusedfortheoriginalexpense.

b. TravelReimbursements

i. Personal(non‐Reimbursable)orCashAdvanceReturndepositsshouldberecordedtotheemployee’s

homedepartmentID.

L. Fund

ExpenseReimbursementsshouldberecordedtotheFundCodeusedfortheoriginalexpense.

b. TravelReimbursements

i. Personal(non‐Reimbursable)orCashAdvanceReturndepositsshouldberecordedtoFundCode499.

M. Project

a. Thisfieldshouldbeusedifthedepositisassociatedwithanopenproject.

Account

a. ExpenseReimbursements

i. Paymentsareassociatedwithexpenseaccountcodes.Thesecodesbeginwith7XXXXX.

ii. Departmentsshouldensurethatthesameaccountingdistributionusedtorecordtheoriginalexpense

isusedtorecordtheExpenseReimbursement.

b. TravelReimbursements

i. Personal (non‐Reimbursable) or Cash Advance Return

deposits should be recorded to the Account

Code151005.

O. ChartfieldcolumnsGthroughIshouldbeusedifthedepartmentassociatesaChartfieldcodetothedeposit.

P. OriginalTransRef

a. ExpenseReimbursements

i. ThisfieldisrequiredtobecompletedbythedepartmentforallExpenseReimbursements.Reference



mustbemadetotheoriginaltransactions,supportedbythejournal,voucher, orexpensereportID.

This information and backup can be found in OMNI FI by using the query

FSU_DPT_GL_JRNL_WITH_VCHR.

b. TravelReimbursements

13

UpdatedDecember2022

i. TravelReimbursementsshouldbeaccompaniedbytheEXJournalIDandExpenseReportIDwherethe

expense was originally created. The department should use the query

FSU_DPT_GL_JRNL_WITH_EXP_SHEETinOMNIFItofindthisinformation.TheExpenseReportIDcan

befoundwithintheuser’sConcurmodule

ontheExpenseReportHeader.



Note: If the original expense occurred in a prior year, and it is on an E&G fund code, it will need to be recorded to the

correspondingCFfund.Forexample,110



140,120



121,etc.



ProcessingtheDepartmentalDeposit

AccountingentrieswillbepostedtodepartmentledgerswithinthreebusinessdaysofthedepositpostingtotheUniversity’s

bankaccountandupontheDepositAccountingteamreceivingallrequiredformsandsupportingdocumentation.

DepartmentsprocessingalargevolumeofDepartmentalDepositsinasingledaymayusetheDepartmentalDeposit

Form

AddendumtosubmittheirdepositsusingaMicrosoftExcelworksheetformat.



IftheController’sOfficeneedsmoreinformationtopostthedeposit,arepresentativewillcontactthepreparerlistedonthe

form as well as the department’s Budget Account Manager, if needed. A response is requested within one business day to

ensuretimelyprocessing.



If aresponse is not received timely,

thedepositmay be postedtoa clearing accountmanaged by theController’sOffice. A

DepartmentalOnlineJournalEntryForm(DOL)willneedtobesubmittedbytheDepartmentinordertomovethedepositfrom

theclearingaccounttothecorrectDepartmentID,FundCode,andAccount.



14

UpdatedDecember2022

ContactUs



 DepartmentsrequestingtobeestablishedasaUniversityCashCollectionPointshouldcontacttheTaxandCompliance

teamatctl‐[email protected]

 Departmentsinterestedinacceptingcredit/debitcardpaymentsthroughpoint‐of‐salecardterminalsshouldcontact

CurtCaito,UniversityPaymentCardCoordinator,at[email protected].

 Departments interested in establishing deposit pick‐up services using the University’s Armored Car Services should

contactctl‐[email protected]

 Departments requesting delivery of their deposits directly to a University branch location should contact

[email protected].

 DepartmentsinterestedinusingRemoteDesktopDepositshouldcontactctl‐[email protected]

 CustomersrequestingtomakepaymentsviaEFT/ACH/Wireshouldcontactctl‐[email protected]



Pleasecontactctl‐[email protected]forallothermatters.