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A transmittal of funds is used to designate where a cash or check deposit will goWhen you receive cash or checks, you must complete a Transmittal of Funds form to record the transaction. When the form is filled out, bring the transmittal of funds with all cash and checks to the Finance office at the Walls Advancement Center.

• Never send cash or checks through interdepartmental mail

• 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 dayMake deposits between 9am-4pm

• Bring checks to Finance within a week of receiving the checkNever send cash or checks through interdepartmental mail

• Make deposits between 9am-4pm

• 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 Transmittal of funds 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” field

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

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

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

Purchasing Card (P-Card) Reimbursement

When submitting reimbursement by cash, check or card to the University due to accidental misuse of a P-Card:

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

• Check box “This is a Refund/Reimbursement”

• Match the FOAA to the P-Card expenditure on your P-Card reclass

• Count cash, check and card payments separately and provide the totals on their respective lines

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

(Jen/Justin - Fee added for card payments at square terminal?)