When UW Tacoma departments receive payments by cash or check, these payments need to be walked over to the Cashier's Office, along with a completed Cash Transmittal Form (CT), within 24 hours of receipt*. The deposit items should be paper-clipped, in the order that they are listed on the form. Be sure to sign the CT. Place the CT and the check(s) in a sealed envelope and hand deliver to the Cashier's Office in CAR 400.
EXCEPTION: While the CAR 400 suite is accessible by appointment only, continue to bring all CTs to the campus mail center.
*If you are expecting multiple payments for a specific event or item, it is okay to collect payments in weekly batches, as long as you are practicing proper cash handling protocols, and the amount received is less than $500. Deposits of $500 or more must be delivered to the Cashier's Office within 24 hours of receipt.
If you have a large cash deposit, please call Campus Safety & Security (2-4416) to arrange for an escort.
After the payment is processed, a copy of the receipt will be emailed to you. Check the receipt for accuracy and notify the cashier immediately if you find an error.
Payments will post to your budget a few business days after the transaction date noted on the receipt.
It is the submitting department's responsibility to confirm that the transaction uploaded correctly on MyFD. Report missing or erroneous deposits to email@example.com.
This can be blank and the revenue code associated with the budget will automatically be assigned. If you would like it posted to a different revenue code or object code you can input that here in the nn-nn-nn format.
Indicate the amount of the deposit, minus the sales tax. If sales tax is included in the payment, it should be recorded at the bottom of the "Amount" column in the "Sales Tax" field. The total amount shown on the cash transmittal must equal the total amount of the check and currency to be deposited.
This item is for designating a student number or an invoice number. If information is represented here it will be reflected on the BAR but it is not a required entry.
Name of Customer/Student
Indicate full or abbreviated personal or organizational name. Information in this field will be reflected on the BAR. If payment is for a student, please provide the student number as well. Note: The payor is often different from the customer. For our purposes, we need the customer name. If the payor name is important to the transaction, that information will be collected and entered onto the receipt in the "Paid By" field.
Check Number/Check Date
This entry is not reflected on the bar. Multiple checks may be entered as single line entry to the budget, a separate list containing each check amount should accompany your copy of the cash transmittal form kept in your office for auditing and reference purposes later.
Name of the departmental depositor in order to attest to the accuracy of the information.
Indicate the campus box number of the transmitting department.
Indicate the department preparing the cash transmittal.
Indicate the phone number of the authorized depositor in the transmitting department.
This field is for department information concerning the deposit.
In most cases, transactions are entered individually by customer. If you have multiple payors, and don't need the receipt broken down by individual, then just list customer as "multiple" and the deposit will be batched. In these cases, if the department is maintaining a list of payors, a copy of this list should be included as documentation.
Print the form and submit to the Cashier’s Office. Once processed a receipt will be emailed to you.
The department is responsible for retaining all supporting documentation for the transaction. This will aid your budget reconciliation process. The receipt will contain a “CT #” (Example: CA5701), which will appear in My Financial Desktop when the transaction posts to your budget.