When unidentified university receipts (check, ACH, or wire) or branch deposits (cash or check) appear in the Deposits and Receipts Manager system, users should review and claim them in the system. Claims may be made in full or in part and can be allocated across multiple PTAE/PFO accounts as needed. Learn more in the Topic Overview: Deposit Cash and Checks.
Claiming Unidentified Receipts
Before You Start
- Obtain SU CM Deposits and Receipts Manager authority in Oracle Financials; the user must also complete FIN-PROG-0020: Financial Stewardship Expectations and maintain required recertification.
- Gather the appropriate account information to book receipts: PTAE (Project, Task, Award, Expenditure Type) or PFO (Project, Fund/Award, Object Code).
Receipts that remain unclaimed for two years or more are transferred to the General Fund. To claim funds after this transfer, submit a support request to the Office of the Treasurer with:
- Proof of award ownership
- Receipt amount and date
- GL information (PTAE or PFO) to claim funds
For assistance claiming travel card personal expense refunds, returns of unused Advance Funds, or refunds toward an Accounts Payable invoice, including when a department knows a check was sent to Payment Services, submit a support request to Payment Services.
- Go to Oracle Financials
- Select Login
- Enter SUNet ID and password, if prompted
- Select SU CM Deposits and Receipts Manager
- Select Claim Branch Deposit / Unidentified Receipt
- Enter search criteria to narrow the search results
The default view is all unidentified receipts and branch deposits
- Select Branch Deposit from the Deposit Type drop-down
- Select the Statement Date From and Statement Date To so that the range spans at least 30 days and includes the deposit date
Enter Originator using all or part of the company/organization name to narrow results
Do not use deposit slips with Location Code 10001. That code omits the depositing branch address (unlike deposits made without a slip). Use your department-assigned location code or submit the deposit without a slip to ensure the branch address appears.
- Enter minimum and maximum values in the Amount From and Amount To fields to allow for fees that may have been deducted or added
For example, for an expected $4,000 deposit, enter Amount From = $3,900 and Amount To = $4,100 - Select Search
- Leave the Deposit Type field blank
- Select the Statement Date From and Statement Date To so that the range spans at least 30 days and includes the date you believe Stanford received the funds
- Enter Originator using all or part of the company/organization name to narrow results
- In the Amount From and Amount To fields, enter a range of amounts for the receipt you are searching for
- Select Search
- Locate the receipt or the branch deposit in the search results
- Verify that the following transaction details match the receipt or branch deposit: Statement Date, Original Amount, Claimed Amount, Amount Available to Claim, Bank Transaction Number, Deposit Type, Originator, and Details
If you cannot find a matching receipt, submit a Claim Missing, Unidentified Funds or Branch Deposits support request Select the Claim link in the Action column
Receipts and branch deposits may be partially claimed; if you find a partial claim, review the Account String, Submitted By, Submitted Date, Approver SUNet ID (if applicable), and Approval Status. If you believe the partial claim is incorrect, email the claimant using the Submitted By @email to request clarification or resolve the claim.
- Select Claim Type and enter account information where the receipt should be booked:
- Select PFO to claim a revenue receipt for 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
Learn more in the Topic Overview: Object Codes and Topic Overview: Find Existing Expenditure Type Codes.
- Review the original Total Amount and the remaining Unclaimed Amount
- Review or adjust the Claim Amount by entering a 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
Select the Unclaim link to reverse the claim immediately. To allocate any remaining Unclaimed Amount across up to five PTAE or PFO accounts, repeat steps f–h.
Close the page to return to the Claim Branch Deposit / Unidentified Receipt page
Claimed transactions are removed from the Claim Branch Deposit / Unidentified Receipt page.
Monitor the claim status in the Deposits and Receipts Manager system.
- If a partial claim was submitted or the claim requires approval, view its status on the main Claim Branch Deposit / Unidentified Receipt page.
- If a receipt was claimed in full and no approval is required, view it by selecting My Claims.
- To reverse a previously submitted claim, learn more in the How To: Unclaim Unidentified Receipts and Branch Deposits.
Once a transaction is claimed, the transaction immediately posts to the entered PTAE or PFO and Oracle generates an in-system notification. The claimed transaction appears in Oracle Business Intelligence (OBI) financial reports the next business day. An FYI email is also sent to the Award Owner (PFO) or Task Owner (PTAE) and to the claimant, confirming the claim and the PTAE or PFO applied; the Award or Task Owner may Reply All to that email for related inquiries.