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Claim Unidentified Receipts and Branch Deposits

Follow these instructions to use the Deposits and Receipts Manager system to review and claim incoming unidentified university receipts (check, ACH, or wire) or claim branch deposits (cash or check).
 

Claiming Unidentified Receipts

  • To access Deposits and Receipts Manager in Oracle Financials, you will need “SU CM Deposits and Receipts Manager” authority and you will need to complete FIN-PROG-0020: Financial Stewardship Expectations and recertify on an annual basis. 
  • You will also need the Project, Task, Award and Expenditure Type (PTAE) or Project, Fund/Award and Object Code (PFO) to which the receipt should be booked. 
  • Receipts that have not been claimed for two years or more will be transferred to the General Fund. Claims may still be made by submitting a support request to OOT with documentation to show award ownership, amount and date of receipt and the GL information (PTAE or PFO) to book the receipts.
  • Payment Services receives and processes Travel Card personal expense refunds, returns of unused Advance Funds, and refunds towards an Accounts Payable invoice. Departments that are aware of a check sent to Payment Services should submit a support request to get assistance to claim to a PTA.

  1. Enter ofweb.stanford.edu in the browser
  2. Select Login
  3. As prompted, log in using SUNet ID and Password
  4. Select SU CM Deposits and Receipts Manager from the Oracle Financials Navigator panel
  5. Select Claim Branch Deposit / Unidentified Receipt tile
     

For Branch Deposits
  1. Select Deposit Type = Branch Deposit
  2. Select Statement Date From and Statement Date To Select a range of dates that include the date you made the deposit (add 2-3 days before and 2-3 days after to allow for bank processing time).
  3. Enter Check/Bank Transaction Number included in the branch deposit receipt
  4. In the Amount From and Amount To fields, enter a range of amounts in case fees were assessed to the deposit. (e.g., For a deposited amount of $4,000, enter $3,900 in the Amount From field and $4,100 in the Amount To field).
  5. Select Search
For Unidentified Receipts
  1. Select one of the following Deposit Types:
    1. ACH: An electronic fund transfer made between banks and credit unions across what is called the Automated Clearing House network.
    2. Realtime Payment: Payments made between bank accounts that are initiated, cleared and settled within seconds, at any time of the day or week, holidays and weekends included. 
    3. Wire: An electronic transfer of funds via a network that is administered by banks and transfer service agencies.
    4. MISC: Other deposit types not included in the list of options (e.g., J.P. Morgan (JPM) Mobile app deposits).
  2. Select Statement Date From and Statement Date To Select a range of dates that include the date you believe the money may have been received by Stanford.
  3. Enter Originator You can type in all or a portion of a company/organization name to narrow the search results.
  4. In the Amount From and Amount To fields, enter a range of amounts for the receipt you are searching for.
  5. Select Search

  1. Locate receipt or branch deposit in the search results Confirm that the transaction details (Statement Date, Amount, Bank Transaction Number, Deposit Type, Originator, and Details) match the receipt or branch deposit you are looking for. If you are unable to find a receipt, please submit a support request to the Office of the Treasurer (OOT).
  2. Select Claim link in the Action column
  3. Select Claim Type and account information where the receipt should be booked:
    1. Select PFO to claim a revenue receipt to a Project, Fund/Award and “4XXXX” Object Code
    2. Select PTAE to claim an expense refund receipt to a Project, Task, Award and “5XXXX” Expenditure Type code
     For assistance, see Topic Overview: Find Existing Object Codes and Topic Overview: Find Existing Expenditure Type Codes.
  4. Select Submit
What Happens Next?
  • A workflow notification is emailed to the Award Owner (PFO) or Task Owner (PTAE) and the Claimant informing them that an unidentified receipt or branch deposit has been claimed. The Award Owner or Task Owner can Reply All to the email for any inquiries.
  • If the claim is approved, an automated transaction will be generated in Oracle and the receipt will be viewable in Oracle Business Intelligence (OBI) Financial reports the next business day.
  • If the claim is rejected, the status of the receipt will change from In Process back to Claim.
     
Last Updated: Feb 27, 2024

Questions?

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