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Completing a Cash Receipts Transmittal Form
UB departments use the Cash Transmittal form when depositing cash or checks.
Obtain blank cash transmittal receipt forms by calling Student Accounts at (716) 645-5761.
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Instructions
- Obtain blank cash transmittal receipt forms by calling Student Accounts at (716) 645-5761.
- Each deposit of checks and money should include a completed Cash Transmittal Form (Figure 1) and two adding machine tapes or check logs that reconcile the cash and checks with the receipt form.
- Deliver the deposit to:
Office of Student Accounts
214 Crofts Hall, North Campus
Locked bags are required for transporting deposits through campus mail. If a locked bag is needed, email ubs-fees@buffalo.edu.
Example of a Cash Transmittal Form (Figure 1)
Figure 1
NO credit card transactions will be processed by Student Accounts
Only totals of credit card transactions already processed should be included on this form (i.e. parking).
Check to deposit to multiple accounts?
Submit it using the form for Cash Deposit Multiple Accounts
What's Included on the Form
- Reference Number
- Sequentially assigned by the department which can be any alpha-numeric combination up to six characters or the Grad Application Number if applicable.
- Sequentially assigned transmittal numbers will facilitate reconciliation.
- Sequentially assigned by the department which can be any alpha-numeric combination up to six characters or the Grad Application Number if applicable.
- Date of Deposit
- Depositing Total ($)
- Depositing Department
- Department Name
- Transmitted By (who prepared the deposit and can be contacted for any questions)
- Contact Name
- Phone Number
- Email Address (@buffalo.edu address)
- Address
- Sub-totals for checks
- Including money orders, Master Card/VISA receipts, Discover Transactions, U.S. currency and coin and Canadian currency and coin.
- The total of all subtotals must match the Total Deposit at the top of the column.
- Trial Balance
- Value is always 1
- Uniform Revenue Accounting System (URAS)
- Account, commonly referred to as the source code:
| Source and Revenue Class Codes Description | Specific Account Numbers (if Applicable) | UB Source (URAS) | 13% GUSF |
|---|---|---|---|
| Graduate Application Fee | 3184 | charged | |
| Professional Application Fee | 3185 | charged | |
| Technology Fee | 900867/900869 | 3301 | charged |
| Athletic Fee | 901269/901294 | 3302 | charged |
| Student Health Fee | 900564/900566 | 3303 | charged |
| Course Related Fees | 3304 | charged | |
| Student Svc Use Fee (Vol Health) | 900553, 900557, 900565 | 3307 | charged |
| OSP (Other Service/Use Fee) | 900633 (Facilities), 900580 (Family/Parent Orientation) | 3308 | charged |
| Recreation & Intramurals | 910500-910504, 910506-910529, 910531 | 3309xx | charged |
| Research Foundation-Other | 3311 | not chg | |
| Research Foundation-Salary Rec | 3311 | not chg | |
| UBF/FSA/ASC Deposits | 3317 | not chg | |
| Federal | 3350 | charged | |
| State | 3360 | charged | |
| Other Private | 3380 | charged | |
| Dental Clinics | 900001, 901302, 901370 | 3381 | charged |
| Transportation Fee | 900803/900874 | 3382 | charged |
| Parking | 900817, 900818, 900819 | 3383 | charged |
| Athletics | 9012xx | 3385xx | charged |
| Health Insurance International | 900563 | 3387 | charged |
| Attorney General | 900769 | 3389 | charged |
| Source and Revenue Class Codes Description | SUNY Collection Account | GUSF | |
| Transfer from Other Funds | 5118 | charged | |
| Transfer From/To Summer Tuition | 5119 | charged | |
| Transfer From Other Funds - Fees (Used for 50/50 fees) | 5128 | charged | |
| Source & Revenue Class Codes Description | Specific Account Number (s) | Sources (URAS) | 13% GUSF |
|---|---|---|---|
| Offset Accounts | 910001, 910110, 910220, 910225, 910551, 910880, 960096 | 6101 | NO DEPOSITS ALLOWED |
| Undistributed Payroll accounts | 900098, 960098 & subs | 6101 | NO DEPOSITS ALLOWED |
| Intra-Fund Rev Trfs (charged overhead) | 3680 | charged | |
| Intra-Fund Rev Trfs (overhead neutral) | N/A | not charged |
- URAS Sub
- Sub-account of the URAS account if applicable
- IFR Account
- Must be pre-approved as an IFR account number (six-digit limit)
- Must be pre-approved as an IFR account number (six-digit limit)
- IFR Sub Account
- Sub-account (four-digit limit), if applicable.
- Sub-account (four-digit limit), if applicable.
- Must be pre-approved as an IFR sub-account by SUNY
- Select Account Type:
| Account Type | Number | Description |
|---|---|---|
| IFR | 345 10 | Any deposit that has an IFR account 9XXXXX |
| SUTRA | 345 47 | Only for IFR accounts that begin with 96XXXX |
| Dorm | 330 00 | For a deposit to a Dorm URAS account, for example 3639 |
| Coll | 344 03 | Used by SARFS or Financial Services staff, for example 1389-01 |
| Tuit | 345 12 | For a deposit to a Tuition URAS account |
Depositing to an IFR Account?
Any Deposit to an IFR Account should have IFR (345 10) box checked
Deposit Purpose
- Select the purose of the deposit:
- Fee Revenue
- Service Revenue Contract (include the contract number)
- Rent Revenue
- Other (include additional details)
All Revenue must have a fee on file or a signed contract through Purchasing and Contract Services.
Contact an Expert
Sean Gardner
IFR, Revenue Accounting and Treasury Management
Financial Management
Phone: 716-645-2621
Email: spg1@buffalo.edu
Leah Kerr
IFR, Revenue Accounting and Treasury Management
Financial Management
Phone: 716-645-0232
Email: leahkerr@buffalo.edu