Introduction
When a Department receives cash or checks, they 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 day
Bring checks to Finance within a week of receiving the check
Make deposits between 9am-4pm
Departments are responsible for keeping their own records of who has paid them. Finance 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
Receiving Payment
As a business, we at Seattle Pacific University must do our part to ensure that all payments are received properly. To avoid fraud or being held liable, we ask you to take careful precautions when accepting payments and refer to the list below.
Examples of Proper Payment Methods:
Check addressed to Seattle Pacific University
Cash for the exact amount
Square terminal transactions
QuikPAY website links
ACHs sent to US Bank
Stripe
Converge
*Note - Checks should spell out Seattle Pacific University. The bank will not process checks addressed to SPU.
Examples of Improper Payment methods:
Checks made out to a specific person or a company aside from Seattle Pacific University
Money transfer apps like Venmo, PayPal, or Cash App
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
Square
If you are hosting a University-supported event, Finance has a Square terminal which can be loaned to you to process card transactions. Please reach out to treasury@spu.edu for more information.
Purchasing Card (P-Card) Reimbursement
When submitting reimbursement by cash, check (payable to Seattle Pacific University) or card to the University due to accidental misuse of a P-Card:
Complete a Transmittal of Funds form
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. Code the transaction to your default Fund/Organization/Account 71201 General Supplies.
Count cash, check and card payments separately and provide the totals on their respective lines
Provide any information about purchases on the “Description” line
Note - contact Finance if you prefer to repay an accidental misuse of a P-Card via card. Finance can take payment via Square; associated fees will be passed on to the user.
Table of Contents
Transmittal of Funds Form