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A transmittal of funds is used to designate where a cash or check deposit will go. When the form is filled out, walk the transmittal of funds with all cash and checks to the Finance office at the Walls Advancement Center.

• When carrying cash, never walk alone to help ensure your safety

• When cash or checks are in your office, lock them up at the end of the day

• Make deposits between 9am-4pm

• Bring checks to Finance within a week of receiving the check

• Never send cash or checks through interdepartment mail

• Departments are responsible for keeping their own records of who has paid them. The Finance Office keeps no record of individual payments submitted for deposit other than what departments write directly onto the transmittal of funds form. Before submitting a transmittal, make sure your department records the details of the individual payments

Revenue

When receiving cash or checks from fundraising, grants, etc.:

• Provide the reason for the revenue(s) in the “Payment from/for” row

• Determine what FOAA(s) match the received revenue(s), matching it with your specific department’s org

• Count cash and checks seperately and provide the totals for both on their respective lines

• Write the description wanted in the General Ledger on the “Description” line

Purchasing Card Reimbursement

When receiving submitting cash or check due to a misuse of Purchasing Card:

• Provide the name and SPU ID of the Purchasing Card holder in the “Payment from/for” line

• Match the FOAA to the Purchasing Card expendature on your Purchasing Card reclass

• Count cash and checks seperately and provide the totals for both on their respective lines

• Provide any information about purchases on the “Description” line

In addition if you need to reimburse the University for an accidental Purchasing Card purchase, you can come to Finance to pay with card so long as you know the fund and org the purchase goes to.