Frequently Asked Questions - Departmental Deposits

PDF Version of all FAQs (last updated 02/18/2019)

Overview

What is changing?

Departments delivering payments in person will deliver all payments to the secure Drop Box located outside of the Student Business Services office at A1500 University Center.
• Departments utilizing armored car pickup services will continue to utilize these services, sending required backup to ctl-deposits@fsu.edu.
• Student Business Services will no longer accept departmental deposits in person at the counter.
• Student Business Services will continue to accept student payments, parking fee payments, and employee payroll reimbursements in person at the counter.
• Auxiliary Accounting will no longer accept departmental deposits or any other payments at the 6th floor Drop Box as they will no longer be a cash collection site.
• This change applies to departmental revenue deposits, expense reimbursements, and travel refunds.
• Locked Bags (requiring a key to open) will no longer be accepted by Student Business Services for deposit. Instead, departments making regular deposits should use recommended white tamper-resistant bags https://www.superiorbag.com/product/a-bag-9x12-white-wwindow/. The Controller’s Office will supply departments with a startup quantity of these bags; after the initial supply is utilized, departments will purchase their own white tamper-resistant bags (https://www.superiorbag.com/product/a-bag-9x12-white-wwindow/). Departments regularly delivering deposits with a large quantity of cash/checks will need a key in order to widen the Drop Box to deposit these bags; keys will be supplied to these departments as necessary by Student Business Services. Departments can pick up the key or the white, tamper-resistant bags in the Cashier’s Office during their regular business hours (between 8am and 4pm). The initial supply will include six bags.
Departments will use a new, single form for departmental deposits of all types. This new Departmental Deposit Form will replace the Revenue Deposit Form (DT-118), Travel Expense Refund Form (DT-118T), and other related deposit forms and will be sent to ctl-deposits@fsu.edu or delivered along with the cash/check payment to the Drop Box in the white, tamper-resistant bag. Departments handling credit card payments will also send this new Departmental Deposit Form to ctl-deposits@fsu.edu for processing along with the usual documentation, including daily batch reports.
What deposit types are included in this change?
Departmental deposits from expense reimbursements to revenue deposits of all types (including point-of-sale) and travel reimbursements. This includes deposits processed via credit card, cash, check, and EFT/wire. This also includes expense refunds for Foundation funds (fund 599) when the original expense was processed in OMNI Financials.
Are any deposit types excluded?
Payroll reimbursements will continue to be processed in Campus Solutions by Student Business Services staff using the new Payroll Reimbursement Form.
Foundation revenue deposits, including donations, will continue to be processed according to the Foundation’s established revenue deposit procedures.
Deposits processed by granting agencies as revenue for sponsored projects will continue to be handled by Sponsored Research Administration.
Departments utilizing armored car pickup services will continue to utilize these services, sending the new Departmental Deposit Form with required backup to Controller’s Office staff at ctl-deposits@fsu.edu.
Accounting entries will be recorded directly in OMNI Financials using AR Direct Journal functionality (these will appear as ‘ARD’ journal entries on your ledgers). Accounting entries for departmental deposits will no longer be recorded within Campus Solutions.
Note: check images directly transmitted to the bank through an armored car service will not be retained in OMNI unless the images are provided along with the Departmental Deposit Form; in this case, they can be uploaded as attachments to the payment.

Benefits

What are the benefits of making this change?

This change will simplify the deposit delivery process, provide consistency in processes around departmental deposits, increase internal controls, and provide visibility into deposit backup information within OMNI Financials.

Deposit Instructions

What form should I use to record deposits after go-live?

Please use the new Departmental Deposit Form, filling out all required fields. This form will replace the Revenue Deposit Form (DT-118), Travel Expense Refund Form (DT-118T), and other related deposit forms.

How should the new Departmental Deposit Form be submitted?

If delivering a cash or check payment via the Student Business Services Drop Box, print and include the form with the deposit. Deliver the deposit securely using a white tamper-resistant deposit bag to the Drop Box located outside of the Student Business Services office at A1500 University Center.
If processing a credit card deposit or sharing information about an expected EFT/ACH/wire, email the form to ctl-deposits@fsu.edu.
Departments utilizing armored car pickup services will continue to utilize these services, sending the new Departmental Deposit Form with required backup to Controller’s Office staff at ctl-deposits@fsu.edu. Note: This form is only required when the payment is not for an item generated through OMNI AR/Billing.

Is the Departmental Deposit Form required for payments related to OMNI AR/Billing invoices?

No, the form is not required when the payment is for an invoice generated through OMNI AR/Billing.

May I combine multiple payment types (cash/check) on the same deposit form?

Yes, multiple payment types can be included on the same deposit form. However, keep physical payments (cash/check) separate from electronic payments (credit card or EFT/ACH/wire), as physical payment forms are printed and submitted with the cash/check delivery, and forms for electronic payments are emailed to ctl-deposits@fsu.edu.

Where is the Drop Box?

Please securely deliver payment for deposit in the Student Business Services Drop Box located outside the Student Business Services Office at A1500 University Center.

When may deposits be delivered?

This Drop Box is available for payments 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 in order to widen the Drop Box to deposit these bags; keys will be supplied to these departments as necessary by Student Business Services.

When will my deposit be processed?

All cash/check payments delivered to the Student Business Services drop box will be receipted by the next business day. If all required information is present on the Departmental Deposit Form, accounting entries will be created and posted to your ledger within three business days after receipt.

Do I need a receipt?

Since payments are being delivered to a secure location (the Drop Box), providing a receipt is no longer necessary.
Note that transferring the payments to the Drop Box is no different than using a secure bank deposit box. Cameras are recording 24/7 on the interior and exterior, and all deposits are opened in the presence of two individuals within Student Business Services.
After payments are processed by Student Business Services cashiers, an electronic receipt can be retrieved within OMNI. For instructions on how to retrieve a receipt, please visit this training guide)

What if my department uses armored car pickup services (Brinks) to deposit funds?

Departments utilizing armored car pickup services will continue to utilize these services after 2/1/2019. Forms and supporting documentation will be emailed to ctl-deposits@fsu.edu.

What deposit types are included in this change?

Departmental deposits from expense reimbursements to revenue deposits of all types (including point-of-sale) and travel reimbursements. This includes deposits processed via credit card, cash, check, and EFT/wire. This also includes expense refunds for Foundation funds (fund 599) when the original expense was processed in OMNI Financials.

Are any deposit types excluded?

Payroll reimbursements will continue to be processed in Campus Solutions by Student Business Services staff using the new Payroll Reimbursement Form. Foundation revenue deposits, including donations, will continue to be processed according to the Foundation’s established revenue deposit procedures.

 

Reviewing Payment Information

How do I reconcile deposits now that they are no longer being recorded in Campus Solutions?

All of the information you are used to seeing and more will be included within OMNI Financials, but you will need to change the queries and reports you pull to reconcile successfully.
• Deposits of payments other than those related to OMNI Auxiliary AR/Billing may be reviewed and reconciled using the FSU_DPT_DIRECT_JRNL_DEPOSIT query.
• For instructions on how to retrieve a payment attachment, please visit this training guide).

How can I view payment attachments?

First, identify the payment ID using the FSU_DPT_DIRECT_JRNL_DEPOSIT query. Then, view payment attachments by navigating to OMNI Financials > Accounts Receivable > Payments > Review Payments > All Payments. Select AUX01 as the Deposit Unit, enter the desired Payment ID, and search. Once the payment has been located, click into the payment to view its details. Click the “Attachments” Link to pull up available attachments, which will open in a new window (ensure your popup blocker is disabled).
These transactions are also linked in the BI Transaction Details and Budget & Transaction Details reports.
Note: In order to keep payment attachment visibility limited to those who need to view the information, this access requires the new security role FSU_AUX_AR_RECON (unless the user is also a billing specialist who has the role FSU_AUX_BILLING). If you need this role, please request it via the eORR (FSU’s Electronic Online Role Request form).
For more detailed, step-by-step instructions on how to retrieve a payment attachment, please visit this training guide.

How can I view payment receipts?

Note that there is no longer a need for departments to retain receipts for deposits, and more information pertinent to the deposit’s purpose and nature will be stored with the Payment. However, if necessary, receipts for payments delivered to the Student Business Services Drop Box can be viewed by navigating to OMNI Financials > Accounts Receivable > Payments > Cash Drawer > Cash Drawer Receipt Inquiry. Select AUX01 as the Deposit Unit and search. Once the receipt has been located, click into the receipt to pull its details. The print receipt button is located at the bottom of the page; click this button. The receipt image will open in a new window (ensure your popup blocker is disabled).
For instructions on how to retrieve a receipt or payment attachment, please visit this training guide.

Deposit Accounting

Who will create the accounting entries for my deposit?

Accounting entries will be recorded directly in OMNI Financials by the Controller’s Office using AR Direct Journal functionality (these will appear as ‘ARD’ journal entries on your ledgers). Accounting entries for departmental deposits will no longer be recorded within Campus Solutions. If all required information is present on the Departmental Deposit Form, accounting entries will be created and posted to your ledger within three business days after receipt.

What information will be used to create the accounting entries for my deposit?

The information provided on the Departmental Deposit Form will be used to create the accounting entries for your deposit. Controller’s Office staff will review the information provided on the form for accuracy and completeness. If the Controller’s Office needs more information, they will reach out to the preparer listed on the form as well as the department’s Budget Account Manager. A response is requested within one business day to ensure timely processing.

What if I provide incomplete or incorrect information on my Departmental Deposit Form?

If the Controller’s Office needs more information, they will reach out to the preparer listed on the form as well as the department’s Budget Account Manager. 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, and a Departmental Online Journal Entry Form (DOL) will need to be created in order to record the deposit to the correct department, fund and account.

What if I need to make a correction to a deposit after it has been processed?

Just as is the case today, a Departmental Online Journal Entry Form (DOL) will need to be created in order to record the deposit to the correct department, fund and account. Follow the instructions on the Controller’s Office Accounting Services website to complete a DOL.

Updated - 10/21/19