Cashiering Services: How to Complete a Deposit Advice Form

• Access the new deposit advice on the Services & Support portal
  
  • If your payment is a deposit to a department ledger, choose Miscellaneous as your deposit type.
  • If your payment is for an invoice, choose Standard as your deposit type.

For a Miscellaneous receipt (ledger deposit), you will need to provide the following information:

• Your organizational details
  • Department
  • Business Unit
• Receipt information
  
  • Receipt type = miscellaneous
  • Deposit amount (do not add "$" sign or commas to the numeric value)
  • Deposit description
• Remittance Distribution information (deposit can have multiple COA lines) 
  • Deposit type (expense reimbursements must include documentation of the original expense)
  • Oracle accounting string (required COA elements will be determined by the deposit type)
  • Amount (do not add "$" sign or commas to the numeric value) 
• Validate Chart String
• Currency & check breakdown 
  • Add cash and check totals (do not add "$" sign or commas to the numeric value)
  • Serial Bag # (optional - only use if sending deposit in plastic deposit bag)

For a Standard receipt (invoice payment), you will need to provide the following information:

• Your organizational details
  • Department
  • Business Unit
• Receipt information
  
  • Receipt type = standard
  • Deposit amount (do not add "$" sign or commas to the numeric value)
• Customer information
  
  • Account Number = Oracle customer account number
  • Remittance Reference information =  Oracle transaction/invoice #'s
• Currency & check breakdown 
  • Add cash and check totals (do not add "$" sign or commas to the numeric value)
  • Serial Bag # (optional - only use if sending deposit in plastic deposit bag)

For deposit of foreign checks :

• For foreign currency drawn on foreign banks, fill out the online deposit advice on the Services & Support portal but please add a note in the "Additional Comments" section of the deposit form indicating that the check is in foreign currency.
• You can expect a deposit delay as the currency is converted to USD.  The collections process requires that we request a currency conversion, submission of the check to the bank via U.S. Mail, waiting for confirmation from the bank that the funds have been collected and are available.  This process, on average, can take 3 to 6 weeks.

For deposit of U.S. currency drawn on foreign banks:

• Checks drawn on banks in Canada and the United Kingdom, fill out the online deposit advice on the Services & Support portal.
• Checks drawn on banks outside North America and the United Kingdom for $200 (U.S.) or more:
  • Fill out the online deposit advice on the Services & Support portal.
  • Please be aware that these checks will have to be sent to the bank for collection and that there will be a delay in the availability of these funds. The collection process, on average, can take from 3 to 6 weeks.
• We cannot accept checks drawn on banks outside North America and the United Kingdom for less than $200 (U.S.).

For Expense Reimbursement deposits:

• documentation of the original expense must be provided with deposit form
• documentation of the original expense can be from either the GL or PPM
• the deposit COA must match the COA of the original expense

Be sure to include either a printout of your deposit form displaying the case number or a note indicating the case number of the deposit form.

Deposits can be sent to the TritonPay Office in either an envelope or a plastic deposit bag via:

• U.S. Mail
• Campus mail
• TritonPay Dropbox located on our south wall along Rupertus Lane
• Hand delivery to the Vault Custodian Monday - Friday from 10:00 a.m. - 3:00 p.m.

• For more information, see How to Make a Deposit.