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CASH EXPENSE REFUNDS
Treasury ManagementFinance and Accounting
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• Cash Expense Refunds are:
Refunds Reimbursements
RebatesReturned fundsfrom a Vendor
Cash Expense Refunds
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• 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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Cash Expense Refunds
Prior year refunds depend on the fund of the original expense:
Fund of original expense: Deposit to:
Life to date funds: 171,173,179Construction funds: 5XXGrant Funds: 201, 209, 211, 212, 213, 214
Use the same ChartField as the original expenditure
IFAS Funds 221 and 222 Dept 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 funds Use the same ChartField as the original expenditure EXCEPT use account 530000
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Cash Expense Refunds
Date Dept ID Fund Program Account Source Project
2/18/2009 65010000 209 2200 732100 G000900 00087357
Exp Rfnd 65010000 209 2200 732100 G000900 00087357
Date Dept ID Fund Program Account Bud Ref Flex ID
6/15/2010 13500600 149 8700 791000 CRRNT 1350ADM
Exp Rfnd 13500600 149 8700 530000 CRRNT 1350ADM
Date Dept ID Fund Program Account Bud Ref Flex ID
7/31/2009 57760000 101 2100 734200 CRRNT 57760850
Exp Rfnd 74060000 111 6100 530000 CRRNT
Example 1:
Example 2:
Example 3:
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• 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
Cash Expense Refunds
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Cash Expense Refunds
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Cash Expense Refunds
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Cash Expense Refunds
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Cash Expense Refunds
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Cash Expense Refunds:
Record Deposit
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In myUFL, we must:
1. Record Deposit
2. Create Accounting Entry
3. Print Deposit Transmittal Form
Cash Expense Refunds
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Navigation: Accounts Receivable Payments Online Payments Regular Deposit
Cash Expense Refunds
Record Deposit
Select Add a New Value to begin a new Deposit
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Deposit Unit = “0500” Deposit ID will be assigned by myUFL
Click: Add
Cash Expense Refunds
Record Deposit
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Cash Expense Refunds
Record DepositTotals tab
Accounting Date Bank Code = “WACH” (default) Bank Account = “UFV” Deposit Type = “K” (Check)
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Totals tab
Enter the Control Total Amt
Enter the Count
Click:“Payments”
Cash Expense Refunds
Record Deposit
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Cash Expense Refunds
Record DepositPayments tab
Click: Save
Enter: Payment ID Enter: Pymt Ref (Optional) Enter: Amount Check: Journal Directly
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Cash Expense Refunds:
Create Accounting Entry
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In myUFL, we must:
1. Record Deposit
2. Create Accounting Entry
3. Print Deposit Transmittal Form
Cash Expense Refunds
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Navigation: Accounts Receivable Payments Direct Journal Payments Create Accounting Entries
Click: Search
Cash Expense Refunds
Create Accounting Entry
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Cash Expense Refunds
Create Accounting Entry
Enter ChartField
information
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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”
Cash Expense Refunds
Create Accounting Entry
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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.
Cash Expense Refunds
Create Accounting Entry
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Cash Expense Refunds
Create Accounting Entry
Click the lightning bolt to create accounting entry
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Cash Expense Refunds
Create Accounting Entry
Click the Complete checkbox
Click Save
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Cash Expense Refunds:
Print Deposit Transmittal Form
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In myUFL, we must:
1. Record Deposit
2. Create Accounting Entry
3. Print Deposit Transmittal Form
Cash Expense Refunds
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Navigation: Accounts Receivable Payments Reports Deposit Transmittal
Cash Expense Refunds
Deposit Transmittal Form
Use Find an Existing Value if you have created a Run Control ID before
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Enter a Run Control ID
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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Enter your Deposit Unit
Enter a Deposit ID
Click Run
Cash Expense Refunds
Deposit Transmittal Form
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Click: OK
Cash Expense Refunds
Deposit Transmittal Form
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Click on Process Monitor to see the status of the process
Cash Expense Refunds
Deposit Transmittal Form
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Run Status and Distribution Status should read Success and Posted
Cash Expense Refunds
Deposit Transmittal Form
Click Refresh until Run Status and Distribution Status read Success and Posted
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Click the Details link to see Process Details
Cash Expense Refunds
Deposit Transmittal Form
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Click View Log/Trace to see the log files
Cash Expense Refunds
Deposit Transmittal Form
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Click the PDF file link to open the DTF
Cash Expense Refunds
Deposit Transmittal Form
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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