CASH EXPENSE REFUNDS Treasury Management Finance and Accounting

1. CASH EXPENSE REFUNDSTreasury ManagementFinance and Accounting

2. Cash Expense Refunds • Cash Expense Refunds are:

3. Cash Expense Refunds • Cash expense refunds ALWAYS relate to an expense paid for by UF • Expense refunds must be returned to the ChartField of origin • Use the original ChartField string info from the expense as the ChartField string of the deposit • Expenses with a prior year accounting date are an exception…

4. Cash Expense Refunds • Prior year refunds depend on the fund of the original expense:

5. Cash Expense Refunds Example 1: Example 2: Example 3:

6. Cash Expense Refunds • All cash expense refunds must be accompanied by a cash expense refund form(http://fa.ufl.edu/forms/pdf/fa-pds-cer.pdf) • The cash expense refund form must be fax imaged to the original voucher, expense report, or journal ID • If the expense refund relates to a travel expenditure or a grant fund, forward the check and the cash expense refund form to travel, grants, or office of research to complete the deposit

7. Cash Expense Refunds

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10. Cash Expense Refunds

11. Cash Expense Refunds:Record Deposit

12. Cash Expense Refunds •  In myUFL, we must: 1. Record Deposit 2. Create Accounting Entry 3. Print Deposit Transmittal Form

13. Select Add a New Value to begin a new Deposit Cash Expense RefundsRecord Deposit Navigation: Accounts Receivable  Payments  Online Payments  Regular Deposit

14.  Deposit Unit = “0500”  Deposit ID will be assigned by myUFL Click: Add Cash Expense RefundsRecord Deposit

15.  Accounting Date Bank Code = “WACH” (default) Bank Account = “UFV” Deposit Type = “K” (Check) Cash Expense RefundsRecord Deposit Totals tab

16. Enter the Count Enter the Control Total Amt Cash Expense RefundsRecord Deposit Totals tab Click:“Payments”

17. Click: Save Cash Expense RefundsRecord Deposit Payments tab  Enter: Payment ID Enter: Pymt Ref (Optional) Enter: Amount Check: Journal Directly

18. Cash Expense Refunds:Create Accounting Entry

19. Cash Expense Refunds •  In myUFL, we must: 1. Record Deposit 2. Create Accounting Entry 3. Print Deposit Transmittal Form

20. Click: Search Cash Expense RefundsCreate Accounting Entry Navigation: Accounts Receivable  Payments  Direct Journal Payments  Create Accounting Entries

21. Cash Expense RefundsCreate Accounting Entry Enter ChartFieldinformation

22. Cash Expense RefundsCreate Accounting Entry • NOTE • An expense refund decreases the original expense. It is NOT REVENUE. It should be deposited to the ChartField of the original expense • Since it is an Expense Refund, “Account” begins with a “7”

23. Cash Expense RefundsCreate Accounting Entry You MUST put the Journal ID, Expense Refund number, or Voucher number in the Reference (“Ref”) field! Reference field may be located on a different tab. You can use “Customize” to move the Reference field to the ChartField Tab.

24. Click thelightning bolt to create accounting entry Cash Expense RefundsCreate Accounting Entry

25. Click the Complete checkbox Click Save Cash Expense RefundsCreate Accounting Entry

26. Cash Expense Refunds:Print Deposit Transmittal Form

27. Cash Expense Refunds •  In myUFL, we must: 1. Record Deposit 2. Create Accounting Entry 3. Print Deposit Transmittal Form

28. Cash Expense Refunds Deposit Transmittal Form Navigation: Accounts Receivable  Payments  Reports  Deposit Transmittal Use Find an Existing Value if you have created a Run Control ID before

29. Cash Expense Refunds Deposit Transmittal Form Use Add a New Value if you have never created a Run Control ID before Enter a Run Control ID Click Add

30. Enter your Deposit Unit Enter a Deposit ID Cash Expense Refunds Deposit Transmittal Form Click Run

31. Click: OK Cash Expense Refunds Deposit Transmittal Form

32. Click on Process Monitor to see the status of the process Cash Expense Refunds Deposit Transmittal Form

33. Cash Expense Refunds Deposit Transmittal Form Click Refresh until Run Status and Distribution Status read Success and Posted Run Status and Distribution Status should read Success and Posted

34. Click the Details link to see Process Details Cash Expense Refunds Deposit Transmittal Form

35. Click View Log/Trace to see the log files Cash Expense Refunds Deposit Transmittal Form

36. Click the PDF file link to open the DTF Cash Expense Refunds Deposit Transmittal Form

37. Cash Expense Refunds Deposit Transmittal Form Header information from Control data  Verify the DTF data Print the form  At least 1 signature Make necessary copies  Put it in the bag.