The CASHNet Deposit Report document records receipts associated with corresponding cash collections.
This transaction represents the receipt of cash and checks deposited into university bank accounts via one of the Cashier's Offices (Davis Campus or UC Davis Health). The deposit report document is processed BEFORE the cash and/or checks are sent to the Cashier's Office.
Although there are a number of object codes that can be used on the deposit report document, be sure that you are entering the correct one for the type of transaction you are processing. For example, if you are processing a deposit for a reimbursement, make sure you are selecting an appropriate reimbursement object code. Refer to the Reimbursement Object Codes resource for more information or refer to the Business Rules for G/L Validation for a list of restrictions put in place by General Accounting. If you receive an account or object code error when creating a CASHNet deposit document, please send an email to the FIS Help Desk for further assistance.
- Requesting Access
- Completing the CASHNet Deposit Report Document
- General Use Procedures
- Extramural Use Procedures
- Deposits over $10,000 into Agency/University Related Event Accounts
- Voiding a CASHNet Deposit Report Document
- Recording Overages and Shortages
1. Requesting Access - Access will only be granted upon approval of the department manager. Department managers are required to send all new account requests listing the below information:
- Send an email to the CASHNet Administrator at email@example.com with the following information:
- Department Name
- First and Last Name
- UC Davis Login ID
- E-Mail Address
- The Cash Handling and CASHNet Deposit Training will need to be completed via LMS and will be required to be renewed once a year as outlined by BUS-49 Policy IX.15.
- All departments are expected to have a documented cash handling or cash equivalent procedure. If your department does not have a procedure in place, a template document can be provided by requesting a copy to firstname.lastname@example.org
2. Completing the CASHNet Deposit Report Document
- CASHNet URL: https://cashiering.ucdavis.edu
- Navigate to the CASHNet Home Page > Departmental Deposits > Add New Record
- Select “MISC” or an easy key if one has been set-up for your department. (Easy Keys are prepopulated records with the Chart, Account, Subaccount, Object, and Project code. Each department may have up to 5 prepopulated Easy Keys; for more information email the CASHNet Administrator.
- The ORGREFID field is optional, should information be entered the text will appear on FIS Decision Support reports under references; contains an 8 character limit.
- Enter the LINEDESC. The description entered on each accounting line will appear in the general ledger (in FIS Decision Support) for that accounting line. Note: If this line is left blank, your department code will default to each accounting line and will appear in FIS DS.
- The EXPLANATION field is optional (this text will not appear on FIS Decision Support reports but will appear on the printed document.)
- In the G/L string, enter the Chart, Account, and Object code into which the funds are to be deposited.
- If the department has collected sales tax, the amount must be recorded by inserting an accounting line on the deposit report, with the appropriate chart/account/object:
Note: Most expense type (EX) object codes are not allowed on the deposit document.
- Davis campus (Yolo County): 3/1155100/0510
- UCDH (Sacramento County): 3/1155110/0510
- For sales in other counties, contact Finance- Tax Services (530) 754-5936.
- Enter the total Amount.
- Click the Add Item button to add the line to the document. Complete additional accounting line(s) as needed.
- Depositing Checks: Enter the Total Amount in the Checks field below Payment Type.
- Depositing Cash: In the Currency and Coin Detail section, indicate the total number of each coin and dollar amount. The amount received for each denomination of currency and coin must be entered.
- Click the Save button to submit the document. The deposit report document will automatically route to the Cashier's Office for approval.
- Select Print and a new window will open displaying the CASHNet deposit report. Select the hyperlink, “Print Deposit” to activate your printer driver. Note: The Cashier’s Office requires the deposit report to be attached with your deposit along with your name, date, phone number, and signature.
3. General Use Procedures
Any questions regarding the general use of the CASHNet deposit report should be directed to the CASHNet Administrator.
The cash (currency and checks) is sent to the Cashier's Office (Davis or UC Davis Health-Sacramento) where the cashiers reconcile the cash received to the deposit report document. A hard copy of the CASHNet deposit report document must accompany the actual cash deposit. The following deposit procedures must be followed:
- More than two checks must have an adding machine tape listing attached to the checks;
- Checks must be endorsed with departmental endorsement stamp; and
- Currency must either be delivered in dual custody or by armored transport.
- The name, date, phone number, and signature of the preparer must also be written on the hard copy of the CASHNet Deposit Report document sent to the Cashier's Office.
Corrections - In the instances where the receipt of cash by the cashier is different from what was stated on the deposit report document the cashier will prepare a shorts/overs entry to the general ledger.
In all cases the reason and correction authorization for the difference will be stated in the cashiering system and the department will be called before the adjustments are made.
4. Extramural Use Procedures
Any questions regarding the extramural use of the CASHNet Deposit Report should be directed to Contracts & Grants Accounting at (530) 757-8532.
- All deposits for private grants and contracts and clinical drug trials must be made to Extramural Funds account 3 - 1160121 using object 0630. Upon receipt of funds, the department is to prepare a deposit report document and make a copy of the deposit report to accompany the deposit to the Cashier's Office.
New Private Grants/Contracts/Agreements - If funds are received on new grants, contracts, and agreements that have not been established in KFS, make the deposit to Cash Received Undistributed - Extramural Funds account 3-1160121 using object 0630. Copy the printed deposit report document and write the KFS account number to be credited on the lower right corner. A copy of the deposit report, the check, and any correspondence, is to be forwarded to Office of the Vice Chancellor - Research and to Contracts & Grants Accounting.
Existing Grant/Contract/Agreement Payment - If the KFS account has already been established and the deposit represents payment to an existing KFS account, make the deposit to Cash Received Undistributed - Extramural Funds account 3 - 1160121 using object 0630. Copy the printed deposit report and write the KFS account on the lower right hand corner. Attach a copy of the check and forward to Contracts & Grants Accounting. Again, the deposit report deposit number is the method by which Contracts & Grants Accounting identifies the deposit for credit to the appropriate KFS account. There are exceptions when deposits are made directly to the KFS revenue account. You should contact Extramural for authorization and instructions prior to beginning this process.
Note: Deposits of grant/contract funds should never be made directly to the KFS EX Account. These funds must be budgeted to the KFS EX account by Contracts & Grants Accounting Staff.
Accounts Receivable Payments - Occasionally, payments will be made in response to invoices submitted by Contracts & Grants Accounting. Those payments are to be applied to the Receivable Account established at the time the invoice is submitted. Deliver the check to the Cashier's Office who will complete the deposit process to clear the receivable. In this case a CASHNet Deposit Report document will not be processed by the department.
Agency Accounts - If the KFS Account for the Agency Account has not been established, the deposit is to be made to Cash Received Undistributed - Extramural Funds account 3 - 1160120 using object 0630. Contact Contracts & Grants Accounting to transfer the deposit once the Account has been approved. If the KFS Account is already active, deposits are made directly to the Agency Account citing Object Code 0710.
4a. Gifts (including current use, endowments, pledge payments)
Once it is determined that the funds received are within the definition of a gift (see PPM 260-15), cash, checks and any associated documentation should be given to the designated gift/development staff in your respective department/unit. These should not be entered into CASHNet. The gift/development staff will follow procedures specific to gift processing and will ensure safe delivery of these items to the Advancement Services team for deposit and processing. If you are unsure who the gift/development staff in your area is, or have any general questions, please email: DEVARHelpDesk@ucdavis.edu.
5. Deposits Over $10,000 into Agency/University Related Event Accounts
Any questions regarding the deposit types described in this section should be directed to Karen Majeski in General Accounting.
The CASHNet Deposit report document will automatically transfer deposits of $10,000 or more indicated for accounts in sub fund groups AGENCY, OTHUNIV, or SSSOM1 to a cash received undistributed account so that the deposits can be reviewed by Finance- General Accounting before being transferred back to the original cited account.
If you are making a deposit over $10,000 into an Agency Account (AGENCY) or University Related Event Account (OTHUNIV, SSSOM1) the deposit will not be available in the agency or university related event account until General Accounting has reviewed the supporting documentation (e.g., current agreement, sponsorship letter; not a copy of the deposit document).
On the day of the deposit the department should forward supporting documentation showing the deposit amount, purpose, and intended use of the funds to Karen Majewski.
The deposit will remain in the cash received undistributed account until General Accounting validates the supporting documentation. Following validation, General Accounting will create a KFS Journal Voucher (JV) document to transfer the funds into the account the department identified on the deposit. Departments will see the JV post to their ledgers.
6. Voiding a CASHNet Deposit Report
The procedure to void a deposit report is as follows:
As long as the currency has not been mailed, delivered or processed by the Cashier you may void a CASHNet deposit.
- Add a note to the deposit by selecting the MISC easy key and in the EXPLANATION field indicate why you are voiding the deposit
- Select Save> Void> Ok.
7. Recording Overages and Shortages
The process to record overage of shortage on a CASHNet deposit report document occurs in the MISC easy key and the appropriate entry (debit or credit) is determined by which object code is used.
There are four situations possible to record an overage or a shortage:
- Record an overage to an income account - Enter the income FAU and use object code 007X (creates a credit to the specified income account)
- Record an overage to a balance sheet account - Enter the balance sheet FAU and use object code 090X (creates a credit to the specified balance sheet account)
- Record a shortage to an income account - Enter the income FAU and use object code 007Y (creates a debit to the specified income account)
- Record a shortage to a balance sheet account - Enter the balance sheet FAU and use object code 090Y (creates a debit to the specified balance sheet account)
Entering the overage or shortage will also automatically create an increase or decrease in the currency and coin detail to ensure that the document is balanced.