* This information replaces FIS 102-01 Deposit Slips, Timing, Account Codes & FIS 103-02 Wire Transfers & FIS 103-03 Intercollegiate Athletics & FIS 103-04 Information Services
Deposit Slips, Timing, Account Codes
As a State of Oregon entity, Oregon State University falls under rules of the Oregon State Treasury. Proceeds from any activity sponsored by OSU, evidenced in part by the use of OSU letterhead, and/or using state resources such as employee time and effort, state facilities, state vehicles, etc. are deemed to be State of Oregon revenue and must be deposited into an OSU fund.
Units receiving checks are responsible for their safekeeping and timely deposit. Units should do the following:
- Immediately, place a restrictive endorsement on the check.
- Deposit all checks received with the Cashiers Office within one business day of receipt. Deposits should be made more frequently if the unit lacks secure safekeeping for holding funds.
- Deposits can be made weekly if there is sufficient justification and the total is less than $1,000. Under no circumstance should deposits be held for longer than one week from date received.
- All checks received and held overnight must be in a safekeeping device, either a safe or locked container.
- Ensure that unopened mail is stored in a secure location.
The Cashier's Office orders all the new endorsement stamps for the campus departments to ensure the required information and format is consistent. The cost of the stamp is charged to the department. This office also orders all new merchant IDs from the State Treasury, which are required for any department accepting credit card payments.
The Name/Description Field on the deposit form is for indicating where/who the deposit is from or what the deposit is for, not the depositing department. It could include Name, Invoice Number, workshop, etc. as this is what appears in the description field in FIS Banner and Data Warehouse. See “Completing a Cash Receipts Record.”
Generally, cash receipts should have an Index and an Account Code beginning with 0 (0xxxx series) or a Fund and an Account Code beginning with A or B (the Axxxx or Bxxxx series of accounts).
Do not use 09xxx “Internal Sales” or 79xxx “Internal Reimbursements on cash deposit transactions. Do not use account codes beginning with 2xxxx, 3xxxx, or 4xxxx on cash receipts records forms (deposits) unless you can reference an original FIS “I” document number, orcredit for the goods and services was received.
The description includes the reason (i.e. refund, overpayment). If the vendor was overpaid and a refund was received, the refund must be credited to the Fund and Account Code to which the purchase was charged. An overpayment may be the result of returning prepayments, returned defective merchandise, or credit for early payment. Please note that this does not include employee reimbursement of personal expenses, because personal expenses are not allowable disbursements. Cash receipts which may be deposited as a reduction of expense are very limited under Oregon Executive Department rules.
Departments holding workshops, conferences or issuing invoices that are not recorded as part of OSU Accounts Receivable should notify the Cashier’s Office that they are expecting funds so that incoming checks and transfers can be readily identified and deposited to the proper fund/index/account.
- Cash Handling Handbook on OSU Business Affairs’ website
- Office of the State Treasurer, Finance Division, Cash Management Manual
- FIS Ex003-17: External Receipts Account Code Guidance
- FIS 104: e-Commerce
Deposits to OSU Foundation (OSUF) and Agriculture Research Foundation (ARF) are restricted to true gifts or proceeds from fund raising events in which the donor intends that the gift go to the foundation(s). All checks made out to OSU must be deposited at OSU. Deposits from OSUF to OSU must be recorded in specified funds (FSxxxx, FExxxx, 438xxx, 8xxxxx or 9xxxxx). Deposits from ARF to OSU must be recorded in FAxxxx funds. When a check is written to OSU, but there is evidence from the donor that the intent was to gift the dollars to the OSUF or ARF, contact the intended foundation. There are procedures in place within Business Affairs to move the dollars from OSU to OSUF or ARF in these cases. For further information see the Grant, Contract, Gift Accounting Policy & Procedure Manual.
Incoming or Outgoing International Wire Payments (Wire Transfers)
OSU accepts wire transfers of funds as payment. Individuals sending a wire transfer should include the following information:
- Beneficiary name, street address, City/State/Country
- Receiving bank, street address, City/State/Country
- Bank routing number
- Bank account number
- Purpose or description
- Originating country
- Dollar amount
- Date to be sent
- Document number
The Wire Transfer Form (pdf format) is located on OSCAR under Forms and then Payment Request.
Intercollegiate Athletics – Ticket Sales, Student fees, Contracted Operations
Intercollegiate Athletics is an auxiliary with part of their revenue derived from ticket sales, student fees, and a percentage of sales from contracted operations such as concessions, broadcasting, and souvenir sales.
Other fund sources include Lottery proceeds that are received as "Funds from an Other Government Agency," general funds (used primarily for salaries), and revenue from bowl games. Other sources of revenue include guarantees, foundation support, conference revenue, special events, etc.
Information Services – Photocopy & Computer Printing Services
Information Services provides a Copy Center service to the campus students, faculty and staff. Copiers are provided in the copy center utilizing an access card for billing.
The Copy Center also is available to produce color copies and to copy requested materials from reference books in the library for students, faculty and staff. Services are also available through the Central Media Center for printing in student computer labs.