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1 CASH EXPENSE REFUNDS Treasury Management Finance and Accounting

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2 Cash Expense Refunds are: Refunds Reimbursement s Rebates Returned funds from a Vendor Cash Expense Refunds

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3 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 Cash Expense Refunds

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4 Prior year refunds depend on the fund of the original expense: Fund of original expense:Deposit to: Life to date funds: 171,173,179 Construction funds: 5XX Grant Funds: 201, 209, 211, 212, 213, 214 Use the same ChartField as the original expenditure IFAS Funds 221 and 222Dept ID 60010000; Fund 221 or 222; Program 2100; Account 530000; Bud Ref CRRNT State Funds: 101, 102, 103 and 105 Bud Ref CRRNT Dept ID 74060000; Fund 111 (for 101 or 105); 112 (for 102); 113 (for 103); Program 6100; Account 530000; Bud Ref CRRNT State funds: 101, 102, 103, 105 Bud Ref CYFWD Use the same ChartField as the original expenditure All other fundsUse the same ChartField as the original expenditure EXCEPT use account 530000

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5 Cash Expense Refunds DateDept IDFundProgramAccountSourceProject 2/18/2009650100002092200732100G00090000087357 Exp Rfnd650100002092200732100G00090000087357 DateDept IDFundProgramAccountBud RefFlex ID 6/15/2010135006001498700791000CRRNT1350ADM Exp Rfnd135006001498700530000CRRNT1350ADM DateDept IDFundProgramAccountBud RefFlex ID 7/31/2009577600001012100734200CRRNT57760850 Exp Rfnd740600001116100530000CRRNT Example 1: Example 2: Example 3:

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6 All cash expense refunds must be accompanied by a cash expense refund form (http://fa.ufl.edu/forms/pdf/fa-pds-cer.pdf)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 Cash Expense Refunds

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10 Cash Expense Refunds

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11 Cash Expense Refunds: Record Deposit

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

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13 Navigation: Accounts Receivable Payments Online Payments Regular Deposit Record Deposit Cash Expense Refunds Record Deposit Select Add a New Value to begin a new Deposit

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14 Deposit Unit = 0500 Deposit ID will be assigned by myUFL Click: Add Record Deposit Cash Expense Refunds Record Deposit

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15 Record Deposit Cash Expense Refunds Record Deposit Totals tab Accounting Date Bank Code = WACH (default) Bank Account = UFV Deposit Type = K (Check)

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16 Totals tab Enter the Control Total Amt Enter the Count Click: Payments Record Deposit Cash Expense Refunds Record Deposit

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

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18 Cash Expense Refunds: Create Accounting Entry

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

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

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21 Create Accounting Entry Cash Expense Refunds Create Accounting Entry Enter ChartField information

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22 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 Create Accounting Entry Cash Expense Refunds Create Accounting Entry

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23 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. Create Accounting Entry Cash Expense Refunds Create Accounting Entry

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24 Create Accounting Entry Cash Expense Refunds Create Accounting Entry Click the lightning bolt to create accounting entry

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25 Create Accounting Entry Cash Expense Refunds Create Accounting Entry Click the Complete checkbox Click Save

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26 Cash Expense Refunds: Print Deposit Transmittal Form

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

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

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

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

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31 Click: OK Deposit Transmittal Form Cash Expense Refunds Deposit Transmittal Form

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

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

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

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

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

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