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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