Transmittal for Deposit

Function:

Treasury

Procedure

Preparing Cash Receipts for Deposit

Contact:

Penelope Bodner

Guideline Recommendations

The Transmittal for Deposit form should accompany any cash receipts, including category refunds and category expenditure reimbursements, to be deposited into the Research Foundation (RF) bank account. Centralized and decentralized operating locations should use the form when sending cash receipts to Central Office (CO) Treasury or to the appropriate operating location office.

For more information, refer to the procedure Preparing Cash Receipts for Deposit. For further instructions on handling category refunds and reimbursements, refer to the Category Refund or Reimbursement Processing procedure.

The following table describes fields to be completed before submitting the Transmittal for Deposit form:

Note: When using the form for category refunds or category expenditure reimbursements, include the following information in addition to the fields described below:

PTAEO (expenditure date must be within the award period)

Supplier (Payer) and site

Amount of the check or cash

Field

Valid Field Options

Effective Date

Day, month, and year the transmittal is sent to CO Treasury.

Prepared by

Name of person responsible for organizing the cash receipts and recording them on the form.

Phone

Telephone number of person to contact if CO Treasury has a question about the form and cash receipt submission.

Email

Email address of person to contact if CO Treasury has a question about the form and cash receipt submission.

Approved by

Name of person who oversees the cash receipts submission and has approved the submission by initialing the form.

The person who approves the form should NOT be the person who prepares the form.

Award

Number of the award to which the cash receipt will be applied.

The award number should also be written on the back of the check or on the front of the check in the notes area.

AR Invoice Number

Number of the Accounts Receivable invoice to which the cash receipt will be applied.

Short Name

Award’s short name

Customer

Funding source of the Award

The payer of the check is not necessarily the sponsor. For a cash receipt to be applied to an Award, the payer of the check

must be a sponsor in the customer file, or

must have a relationship established in the customer file with the sponsor of the Award.

 

Refer to the procedure Customer (Sponsor) Record Updates.

Amount

Dollar amount of the individual cash receipt

Number of checks submitted this sheet

Total number of cash receipts listed on the form.

Multiple forms may be submitted at one time for the same deposit. Each form should be handled separately.

Total $

Dollar amount total for the cash receipts listed on the form

Multiple forms may be submitted at one time for the same deposit. Each form should be handled separately.

Related Information

Preparing Cash Receipts for Deposit

Category Refund or Reimbursement Processing

Record Retention for Account Expenditure Records for information on retention of documentation for cash receipts.

Customer (Sponsor) Record Updates

Forms

Transmittal for Deposit form

Change History

Date

Summary of Change

October 17,2016

Updated links and revised document to comply with guideline template.

August 2, 2005

Minor revisions due to referenced document name change

May 16, 2001

New document

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