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). Receipts and deposits can be claimed in full or in partial amounts. Additionally, claims can be allocated to multiple PTAE/PFO accounts.
Claiming Unidentified Receipts
Before You Start
- 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(s) 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.
- Enter ofweb.stanford.edu in the browser
- Select Login
- As prompted, log in using SUNet ID and Password
- Select SU CM Deposits and Receipts Manager from the Oracle Financials Navigator panel
- Select Claim Branch Deposit / Unidentified Receipt tile
The default view is all unidentified receipts and branch deposits. Enter search criteria to narrow the search results.
- Select Deposit Type = Branch Deposit
- 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).
Enter Originator
You can type in all or a portion of a company/organization name to narrow the search results.
- Enter Check/Bank Transaction Number included in the branch deposit receipt
- 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).
- Select Search
- Select one of the following Deposit Types:
- ACH: An electronic fund transfer made between banks and credit unions across what is called the Automated Clearing House network.
- Realtime Payment: Currently not in use.
- Wire: An electronic transfer of funds via a network that is administered by banks and transfer service agencies.
- MISC: Other deposit types not included in the list of options (e.g., J.P. Morgan (JPM) Mobile app deposits).
- 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.
- Enter Originator You can type in all or a portion of a company/organization name to narrow the search results.
- In the Amount From and Amount To fields, enter a range of amounts for the receipt you are searching for.
- Select Search
- Locate receipt or branch deposit in the search results
Confirm that the transaction details (Statement Date, Original Amount, Claimed Amount, Amount Available to Claim, 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).
- Select Claim link in the Action column
Receipts and branch deposits can be partially claimed. If a receipt has been partially claimed, review the Account String, Submitted By, Submitted Date, Approver SUNet ID if applicable, and Approval Status. If you believe that a receipt has been partially claimed in error, use the Submitted By SUNetID@stanford.edu to email the claimant and try to resolve the claim.
- Select Claim Type and enter account information where the receipt should be booked:
- Select PFO to claim a revenue receipt to a Project, Fund/Award and “4XXXX” Object Code
- 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.
- Review original Total Amount and remaining Unclaimed Amount
- Review or adjust Claim Amount by entering partial claim amount in dollars or as a % of the unclaimed amount
- Enter Description to identify the purpose of the receipt which will display in OBI reports
- Select Submit
To immediately reverse the claim, select the Unclaim link. To claim any remaining Unclaimed Amount to up to five different PTAE or PFO accounts, repeat steps e-g above.
- When you are done, select the X in the upper right corner to return to the Claim Branch Deposit / Unidentified Receipt page.
- Monitor the status of your claim:
- If you submitted a partial claim, or your claim requires approval, you can view the status from the main Claim Branch Deposit / Unidentified Receipt page.
- If you claimed a receipt in full that does not require approval, you can view the receipt by selecting My Claims from the left hand menu.
- To unclaim a claim you previously submitted, see How To: Unclaim Unidentified Receipts and Branch Deposits.
- When the transaction is claimed in Oracle Financials, the transaction will immediately post to the PTAE or PFO entered and cause a notification to be generated in Oracle. The claimed transaction will be viewable in Oracle Business Intelligence (OBI) Financial reports the next business day.
- At the same time, an FYI email notification is sent to the Award Owner (PFO) or Task Owner (PTAE) and the Claimant informing them that an unidentified receipt or branch deposit has been claimed and indicates the PTAE or PFO to which it was claimed. The Award Owner or Task Owner can Reply All to the email for any inquiries.
