Home

To assist departments in more efficiently managing incoming university receipts, the Office of the Treasurer (OOT) within Financial Management Services (FMS) continues to enhance how cash, checks, wires, and other electronic receipts are processed in Oracle Financials. Departments can now have multiple claim and allocation options for better transparency, flexibility, and efficiency. This enhancement builds on the 2024 launch of the Deposit and Receipts Manager system, streamlining processes while maintaining sound financial practices.

What’s changing and why?

The Deposits and Receipts Manager system provides access to the Unidentified Receipts and Branch Deposits (URBD) website, which facilitates the recording of incoming funds that cannot be automatically allocated. Previously, after claiming a receipt (such as branch deposits or incoming wire or ACH) to a clearing account, departments had to manually allocate funds to specific accounts (Project, Task, Award, and Expenditure Type (PTAE) or Project, Fund/Award, and Object Code (PFO)) via journal entries. Many of these transactions also often required assistance from the Office of the Treasurer.

Enhancements to the claim process, effective February 10, 2025, will improve efficiency and usability. New functionalities have been introduced for claiming branch deposits and electronic funds:

  • Allocate a claim to multiple PTAEs/PFOs - Departments can now distribute a single claim to up to five PTAEs or PFOs.
  • Make a partial claim - A department can claim only a portion of an unidentified receipt, with up to five different claimants allowed per receipt.
  • Unclaim a completed claim - Departments can fully reverse a previously completed claim. Claims must be fully completed before they can be unclaimed. This feature enables corrections for erroneous claims, including those from branch deposits.

With this update, departments can now allocate funds directly within the system, reducing manual effort and improving efficiency.

Navigating the new functionalities

The enhanced functionality can be accessed through the new navigation options within the Deposits and Receipts Manager system:

  • By selecting My Claims in the left-hand menu, users can easily view, track, and manage submitted claims. 
  • Allocating a claim to multiple PTAEs/PFOs is done by clicking the Claim button and providing up to five accounting strings in the pop-up box.
  • All relevant details for remaining partial claims receipts to be claimed will be accessible on the Unidentified Receipts page.
  • A claim can be reversed using the unclaim option, on the My Claims report page, providing more user control over the claims process.

Find additional resources below to learn more about the new features in the Deposits and Receipts Manager system and take full advantage of the new functionalities.

Efficiency gains

  • Save time with automated claim allocation across PTAEs/PFOs, reducing the need for manual adjustments through iJournals.
  • Flexibility to directly claim just the part of the receipt belonging to the department, providing precise allocation of funds across projects and departments.
  • Enhanced visibility and control with new "My Claims" tracking feature minimizes manual data entry mistakes, lowering costs related to reconciliations, audits, and adjustments.

What is not changing

Claiming activity in the Deposits and Receipts Manager (DRM) applies only to branch deposits of cash or checks (including money orders), as well as ACH and wire transfer receipts. Mobile deposits made through the JPM mobile app do not appear on the Unidentified Receipts website and should be processed separately.

Resources

To learn how cash, check, and electronic receipts are managed, see:

Support

Back to newsroom
Submit feedback about this page

Questions?

arrow_upward
Back to Top