 Know the types of deposits  Identify the Oracle account to record your deposit  Make deposits at Payments & Collections

 Handbook of Operating Procedures Section – Handling of University Funds  Principles of Good Cash Handling For specifics on any of these subjects, please contact Melba Cantu at

 G eneral navigation of Oracle modules  Familiarity with Oracle’s Accounting Key Flexfield (i.e., account) and the listing of accounts for your area of responsibility (funding sources, etc.)  Familiar with Accounts Receivable Invoicing  Access to Statement of Account

Reference DocumentsReference Documents:  Oracle Chart of Accounts Structure (Accounting Key Flexfield)  Current Oracle Chart of Account Values  G L Navigation and EIS Reports (including Statement of Account)

Are the funds received considered Revenue or an Expense Refund? Objective 1

These are the only types of Deposits for UTPA Revenue: Products or Services (tickets, classes, fees) Expense Refund (reimbursements) Money is owed to UTPA in exchange for:

GL General Ledger Select Revenue if your department received money in exchange for goods or services rendered Revenue should be deposited to accounts in G L. Select Expense Refund if your dept received money from a vendor for a good or service originally paid by the University. Expense refunds (reduction of expense) should be deposited to accounts in G MS. Make a determination of Funds Received GMS Grants Management System

GL Revenue: Goods/Services (tickets, classes, fees) Student Tuition and Fees Federal & State Programs Sales & Services of Educational Programs Auxiliary Enterprise Services Parking Permits Student Service Fees G ift Income Expense Refund (reimbursements) Travel – In State, Registration Consumables Materials & Supplies Professional Fees and Services Printing and Reproduction Other Operating Expense Membership Dues Advertising Services Employee Relocation Specific for each area are available GMS

GL or GMS Objective 2

The segment values in red above are the easiest to identify. The Object value requires a bit more effort.  A G L account requires a value for each segment:  Fund  Funding Source  Organization  Project  Object  NACUBO

Refer to the department’s Statement of Account retained for any given period Navigate to G L Funds Inquiry, and query your project value as a starting point. Refer to a listing of segment values published on the Comptroller’s website. Run an EIS report from Oracle to obtain the latest segment values.

The G L Actuals section (2 nd page of statement) will detail all deposits posted to your account, if any. Look for the Revenue account type. These values may be used for your current deposit, as fund, funding source, organization, and NACUBO will be static. If the object value does not agree with the funds you are depositing, you can indentify the proper object by using G L Inquiry (a few slides forward).

Refer to separate tabs for each account segment; fund, funding source, etc. Note: Expenditure Type and Object are found in the same tab. Navigate to the Oracle Chart of Accounts Structure section under Accounts Control and pull the file of values -- LinkLink Tip: Objects are for Auxiliary accounts, and should not be used for Designated Accounts (begin with 2).

Note: The Project Listing Report includes many columns to serve numerous users; search for your project first (if requested for multiple projects), then scroll to the right to locate the information you are looking for (i.e., task, award, funding source, etc.). Using your XXEIS G eneral Ledger Reports responsibility, run any of these reports to secure the latest account values (depending on which value you are looking for).

Query G L by populating your project value. From the accounts returned, look for a combination containing revenue objects (begin with 4). Note: This is the same account from the previous screen.

To search for a different object, click on the ‘list of values’ button. Restrict your query to a leading 4; this will return revenue objects only. Review the object ranges (next slide) and select the appropriate object.

Reporting classifications for Object: Revenue is within Reporting categories within Revenue.

For Designated: 20.D PHRM Note: NACUBO value is always zeros (Unassigned) for a Revenue account. For Auxiliary: 30.A For E&G Misc Income: 10.G

AES Funding Sources: As the project value for AES revenue accounts is , query those accounts by using Fund 30 and your respective Funding Source from above.

If unknown, the values in red above can be pulled from the same Project Listing report described earlier. The Organization name needs to be spelled out. The Expenditure Type is explained on the next slide.  A G MS account requires these values:  Project  Task  Expenditure Type  Organization Name  Award (Sponsored Project Only)  Fund  Funding Source

Utilizing the Statement of Account (below), you can locate the original PO and identify the E-type. For this example, you would use Chemicals and Gases. If either the PO and/or the related supplier invoice originally paid have multiple e-types, seek clarification from vendor as to what they’re reimbursing. You can locate the same information using G L inquiry and drilling to GMS. Example: Fisher Scientific Company sent a refund check to your department for $100 against PO

Objective 3

Ensures proper credit to your account(s).  Utilize the same Departmental Deposit form for Revenue and Expense Refunds. The form is located under the DBA’s Form Repository under Payments & Collections -- Link.Link  Departments with pre-established deposit forms may continue to use those forms.  Please read through the Deposit G uidelines included on the form (page 1)

Populate this section for G L Revenue Populate this section for G MS Expense Refund

Student Services 1.145; opened M-F 8 a.m. thru 5 p.m. with extended hours, as published. Drop Box is available 24/7

Thank You  For assistance with identifying any values of your account, you may contact the Accounting Office at ext or at