Sent on March 25, 2020 to the Chief Financial Managers/RRC Contacts and EFS Cluster Directors Google Groups.
Updated July 2020 with more specific directions about sponsored vendor refunds.
Handling Checks and Cash
What should departments do with checks (coming in via mail)?
If you have unprocessed checks or aren’t able to (or haven’t been designated to) retrieve your scanner from the office, have your cluster billing specialist enter a bill and send the check to the lockbox (address below).
Cluster directors, scanners can be taken home if one of your team members has a large volume of checks to process and if they are able to safely get back to the office. The scanner can be plugged into home computers. The person using the scanner must call Wells Fargo tech support at 1-800-289-3557 option 5, option 2. They’ll walk through the steps to set the scanner up. The person may also need 1-HELP support to install driver(s) or software, if connecting the scanner to a managed machine from the University.
Exception items (those that can not be scanned via the desktop deposit scanner) can be sent to Bonnie Anderson. Contact firstname.lastname@example.org for instructions, if this occurs (it’s relatively rare).
When in doubt, just send the check(s) to the lockbox:
Regents of the University of Minnesota
PO Box 1450
Minneapolis, MN 55485-5960
Updated July 2020: If you have a check related to a sponsored account, send it to the above lockbox and email your cluster billing specialist to enter a bill in EFS. The bill should credit chartstring 1000-12094-110022. The billing specialist should then alert the Accounts Payable team in Purchasing Services via email@example.com to enter a credit Journal Voucher for the appropriate sponsored chartstring. If you don't know who your cluster billing specialist is, contact your cluster director.
How should departments handle repayments to the U for things like prepaid travel?
For repayments to the University for prepaid travel or similar situations where money is due to the University, have your cluster billing specialist enter a bill, and have people send their check to the lockbox or make payment online via credit/debit card. Purchasing Services is finalizing the procedures for employee Travel Card, prepaid travel, and PCard expense-related repayments to the University. The plan is to use Billing/AR and more detailed procedures will be forthcoming.
What should departments do with cash deposits?
If you have cash deposits, bring your U Card with you and take the deposit to the Phillips-Wangensteen Building (PWB) drop box. Brinks will pick up there one time per week.
This email was sent to the Chief Financial Managers/RRC Contacts and EFS Cluster Directors Google Groups.