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ProcessingaDepositviaiPayments Page1

ProcessingaDepositviaiPayments

Severalitemsmustbeconsideredpriortoengaginginthesaleofgoodsorservices. Doesthedepartmenthavewrittencashhandlingprocedures? ArethepersonsacceptingfundsknowledgeableofthoseproceduresandSystemRegulation21.01.02Receipt,

Custody,andDepositofRevenues? Willfundsbereceivedthroughthemailorpersontoperson? DoesthedepartmentneedtopurchaseofficialreceiptsfromFinancialManagementOperations? ArethegoodsorservicesbeingsoldsubjecttoSalesTax? Isthepaymentcomingfromataxexemptentity? Doesthedepartmenthavedepositslipsandbankbags? Doesthedepartmenthaveanaccountthatallowsforthedepositofrevenues? ArethesellingaccountandappropriaterevenuecodessetupiniPayments?

SystemRegulation21.01.02Receipt,CustodyandDepositofRevenues

DepartmentpersonnelprocessingdepositsmustbeknowledgeableofSystemRegulation21.01.02Receipt,CustodyandDepositofRevenues.Thepurposeofthisregulationistoprovideaworkable,controlled,cash‐handlingenvironment.Pleasereviewthefullregulationfordetails.Belowarehighlightsofsomeoftherequirements.

Departmentsmusthavewrittencash‐handlingproceduresthatarefollowedandregularlyreviewed. Departmentsmustgiveofficialreceiptsorcashregisterentriesforalltransactionswherefundsare

exchangedpersontoperson.MoredetailedinformationoncashreceiptscanbefoundatWhenshouldIuseaCashReceipt?

Funds must be kept secure at all times. Cash in excess of $2,500.00 must be accompanied by a security guardwhen in transport. The Cashier Office can be contacted to schedule a one-time pick by the courier service.

Logstrackingthetransferoffundsmustbekeptandreconciled. Amountsof$200.00ormoremustbedepositeddaily.Amountslessthan$200.00mustbemadewithin3

businessdaysregardlessofamount. ChecksmustbeendorsedimmediatelyuponreceiptandfollowtheStandardAdministrativeProcedure

21.01.02.M02CheckEndorsementRequirements. Propersegregationofdutiesmustbeinplace.

GuidelinestoassistindevelopingcashhandlingprocedurescanbefoundatGuidelinesforCashHandlingProcedures.

http://fmo.tamu.edu/general-accounting/sales-receivables/docs/cash-deposit/cash-handling-regulations/

http://fmo.tamu.edu/general-accounting/sales-receivables/docs/cash-deposit/cash-handling-regulations/

http://rules-saps.tamu.edu/PDFs/21.01.02.M0.02.pdf

http://fmo.tamu.edu/general-accounting/sales-receivables/docs/cash-handling-procedures/


SalesTax

TexasA&MUniversityisexemptfrompayingStateofTexassalestaxonpurchases.However,itisnotexemptfromcollectingtaxonsalesmadebytheUniversity.

Whenauniversitydepartmentsellsataxableitem,itisresponsibleforcollectingthesalestax,unlessproofoftaxexemptionisobtained.Salestaxexemptioncertificatesshouldbekeptonfilebythesellingdepartmentfollowingtheretentionschedule.ThedepartmentmustcollectthetaxanddeposititthroughiPayments.iPaymentsisconfiguredtochargesalestaxonalltaxableitemsandsendthefundstotheappropriatesalestaxaccount.Ifthepurchaserissalestaxexempt,selectthetaxexemptoptiontoremovethesalestax.Besureto attach the sales tax exemption or resale certificate as backup when you remove the sales tax.

Thereisnosuchthingasapassthroughsale.WecannotpassontheUniversity’sexemptsalestaxstatustoanyoneelse.Forexample,auniversitydepartmentcannotpurchaseshirtsandthensellthemtonon‐taxexemptpersonswithoutcollectingthesalestax.

FinancialManagementOperationsremitsthesalestaxcollectedbytheentireuniversitytotheStateComptroller’sOfficeasrequired.Thereisnoneedforthedepartmenttofilloutasalestaxformortoremitthetaxtothestate.Thetaxratesvaryfromcountytocountyandsellersshouldusetheappropriatetaxratefortheirlocation.ThecurrenttaxrateforBrazosCounty, Dallas County, Tarrant County,andGalvestonCountyis8.25%.

MoredetailedinformationregardingsalestaxcanbefoundatSalesTaxIssues.

DepositSlipsandBankBags‐TAMU

TheCashierOfficewillprovidepre‐numbered3‐partdepositslipsandplastictamperresistantdepositbagsforthebankdeposit.

Thefirst3digitsofthedepositslipisalocationnumberandwillidentifyyourdepartmenttotheCashiersandthebank.Thelast4digitsisasequentialdepositnumber.

AllbankdepositslipsandbagsmustbeorderedthroughtheCashierOffice.

Sendanemailtovpfa‐sbs‐[email protected]‐862‐5762.Pleaseprovideyourlocationnumber,mailstop,andcontactinformation.

Itemswillbemailedtothemailstopprovidedunlessspecifiedotherwise.

ItemscanbepickedupattheGSCSuite2801between8amand3pmMondaythroughFriday.

Forallotheragencies,pleasecontactyourrespectivebusinessofficeforinformationonobtainingdepositslipsandbankbags.

https://comptroller.texas.gov/forms/01-339.pdf

http://fmo.tamu.edu/general-accounting/sales-receivables/docs/sales-tax/

mailto:[email protected]


DepositTest

Isthepaymentforagoodorserviceprovidedbythedepartment? Yes:WasanAccountsReceivablecreated?

o Yes:ForwardpaymenttoFMOSales&ReceivablesMS6000o No:Processadeposit.

No:Continuetonextquestion.

Isthepaymentagiftorasponsorship? Yes:SubmitpaymenttotheTexasA&MFoundation. No:Continuetonextquestion.

IsthepaymentareimbursementforCentrexcharges,copycharges,orarepaymentforareturnedcheck? Yes:Processadeposit. No:Submitthepaymentonareductiontoexpenseform.

Onceitisdeterminedthatadepositshouldbeprocessed,thesellingaccountandappropriaterevenuecodeandthetaxabilityofthatcodemustbehardcodedtothedepartment’stransactionsiniPayments.PleasesendanemailtoiPay@tamu.edutorequesttheaccountandcodebesetupiniPayments.Oncethisisconfigured,thedepartmentcanproceedwiththeiPaymentdepositprocess.

mailto:[email protected]


iPaymentLogonScreen

iPaymentswillbeaccessibleviaSSO.

SelectingtheiPaymentsbuttonwillredirecttheusertoanotherpagedisplayingtheoptionsofCashieringorAdminCenter.AccesstoeitheroftheselocationswithintheiPaymentsprogramisdependentupontheusersecurityaccesstype.

TheCashieringModuleiswhereuserswillgotoprocesstransactionsfordeposits,InterdepartmentalTransfers(IDTs),and/orARinvoices.

TheAdminCenterModuleiswhereuserswillgotorunreportsandviewdetailsfortransactions.

iPaymentsisaccessibleusingthefollowingwebbrowsers:InternetExplorer,MozillaFirefox,Chrome,andSafari.


Workgroup/DepartmentLogonScreen

Ausermaybegrantedaccesstomorethanoneworkgroup(department)and/ormorethanonesystemmember.Ifso,theuserisrequiredtospecifywhichdepartmentisneeded.Iftheuserisonlygrantedaccesstoonedepartment,thisstepisskipped.

Theworkgroup/memberlistwillcontainonlythosedepartmentsassignedtotheuser.Clickthelinktothedepartmenttocontinue.


CreateaCOREFileorManageExistingFiles

Uponselectingtheworkgroup/departmentinwhichtosubmitadeposit,theuserwillbepresentedwithanoptiontocreateaCOREfileortomanageexistingfiles.

CreateaCOREFile

ThedefaultfileTYPEisIndividual,butitcanbechangedtoSharedbyclickingthedropbox.Usersmusthavetheappropriatesecuritypermissionstoaccesseitheroftheseoptions.AnIndividualfiletypeisonethatisassignedtoaparticularuser(usuallytheuserthatcreatesthefile).ASharedfiletypeisonethatisassignedforsharedwork,usuallyacrossaworkgroup/department.

ThedefaultOWNERis theuserthatiscreatingthefile,butuserswithSupervisorAccessareabletoassignthefiletoanyotheruserwithaccesstothatworkgroup/department.EnteraDESCRIPTIONintherequiredfield.Thisshouldbeanalphanumericvalue.TheEFFECTIVEDATEwilldefaulttotoday’sdate.ClickCREATEtocontinue.PleaseNOTE:Filescannolongerincludedeposits,ARs,andIDTs.Theyhavetobekeptseparate.


ManageExistingFiles

WhenaCOREFileiscreated,butclosedpriortobeingbalanced,thefilewillbedisplayedontheFileManagementtab.

Thistabwillonlydisplaythefilescreatedtoday.Toviewfilesthatwereopenedpreviously,clickFileFilter>.


TheFileFilter>optionwillallowtheusertoselectspecificcriteriatofindactivefilesfrompreviousdates.IntheexamplebelowtheFileFromDatewasmodifiedto02/01/2017whichpulled4additionalfilesforreview.Tocontinue,selectthefileandclickOPEN.

NOTE:Iftheincorrectworkgroup/departmentisselectedinerror,theusercaneasilychangeworkgroupsbyclickingontheCHANGEWORKGROUPoptionatthetoprighthandcornerofthescreen.


ProcessTransactions

Thetransactionscreenismadeupoftabslistingtheaccountssetupforuseforeachparticularworkgroup/department,tabsfortenders,andtabsfortheactivereceipt.Thisscreenalsohasadditionaloptionsaswellasasearchfeaturerunningacrossthetop.

Selecttheaccountinwhichthedepositistobemadebyclickingontheaccount.


Thereareseveraloptionalfieldslistedatthetopofthescreen.EachoftheseoptionsisasearchablefieldintheiPaymentSystem.Eachofthesefieldswhenused,willdisplayonthereceiptgeneratedforthecustomerwiththeexceptionoftheFileUploadfield.Typeinthenameofthecustomerorentityprovidingthepayment.Typeintheaddressandaddcommentsmeaningfultothecustomerandthedepartment.DonotaddtheFileUploadatthistime.PleasenotetheREFNBRfielddoesnotallowtheuseofspaces.

BelowaretheAllocationsavailableforthisaccount.Thedescriptioniseditable.PleasenotethatthedescriptionenteredinthisfieldisthedescriptionthatwilldisplayinFAMIS.EntertheAMOUNTandorQUANTITY,andreviewsalestaxintheTAXEDcolumn.Pleasenotethatsalestaxcannowberemovedatthelineitemlevel.Whenataxablelineitemisselectedbesuretobackoutthesalestaxfromtheamountenteredsothesalestaxcalculationperformedbythesystemisforthecorrectamount.Whenanamountisentered,theSELECTEDsectionwillautomaticallyflagacheckmark.Oncetheinformationisentered,theusercanopttoclickVALIDATEALLOCATIONS.Thiswillcheckeachaccountselectedforavailablebudget,objectcodematching,accountflags,andsupportaccountflags.


UsetheFILEUPLOADtoattachbackupdocumentationforthedeposit.Userscanattachdocumentswiththefollowingfileextensions:.pdf,.xls,.docx,.jpeg,.png,and.txt.Pleasedonotattachdocumentscontainingconfidentialinformation.Anexampleofwhatusersmayuploadwouldbeasalestaxexemptionorresalecertificatewhenataxableitemisflaggedasnon‐taxable.

ClickCONTINUE.TheinformationenterednowpullstotheActiveReceiptontherightsideofthescreen.

Reviewtheinformation.Toviewthedetails,clickthe .Ifanythingisincorrect,clickthetrashcantovoidtheentryandstartoveror,VoidtheentirereceiptbyclickingVoidEventatthebottomofthereceipt.

Clickontheicontodisplaytheattachedbackup.

Ifthisistheincorrectbackup,thetransactionwillhavetobevoidedandre‐enteredwiththecorrectbackupadded.

Ifeverythingiscorrect,itisnowtimeto‘tender’theEvent.


TenderTransactions

Thetenderoptionsarelocatedatthebottomofthescreen.Thetendersdisplayedherearedependentuponthetypesoftendersacceptedbyyourdepartment.

ByClickingtheALLTENDERStab,youcanseemoreinformationaboutthetenders.

PleaseNOTE:Depositfilescannolongerhavecombinedtendertypebanks.Intheexampleabove,adepositfileforthisdepartmentcancontainbothCashandChecktendersbecausetheysharethesamebank(B04060).AseparatedepositfilewillhavetobecreatedforCreditCarddeposits(B01650)andyetanotherfileforanyACHdeposits(B01665).

Somedepartmentsmayhavemultiplebanksforthesametender.Intheexampleabove,aseparatedepositfilewillhavetobecreatedforeachdifferentcreditcardbank.


TenderTransactions‐CASH

WhentheCASHiconisselected,thescreenwilldisplaythenameofthetender(CASH‐B04060),theamount,andanOKbutton.Iftheamountiscorrect,clickOK.

Atthatpointastatusbarwilldisplayonthescreen.

Youwillthenbepromptedtoprintthereceipt.

Thereceiptlistedontherightsideofthescreenwillnolongerhave‘ActiveReceipt’atthetop.

ItwillhaveCOREBusinessTechnologies,theagencybrand,theagencyname,and‘Receipt’.

Itwillalsoincludethepaymentdetails,theiconforaddedbackup,andastatementthankingthecustomer.

At this point an email notification is sent to the depositing account. FAMIS Screen 860 has a field labeled iPay IDT Email/ID that is used to direct these emails.


TenderTransactions‐CHECK

WhentheCHECKiconisselected,thescreenwilldisplaythenameofthetender(CHECH‐B04060),theamount,andanOKbutton.Iftheamountiscorrect,clickOK.

Thescreenwillnowdisplayfieldsforenteringacheck.Theonlyrequiredfieldsaretheamountandthechecknumber.Futurephasesofthissystemwillallowfortheelectronicdepositofchecks,butuntilthen,pleasedonotentertheBankRouting#ortheBankAccount#intheavailablefields.

Afterenteringtherequiredinformation,clickCONTINUE.






Itwillalsoincludethepaymentdetailsincludingthechecknumber,theiconforaddedbackup,andastatementthankingthecustomer.



TenderTransactions‐CREDITCARD

WhentheCHECKiconisselected,thescreenwilldisplaythenameofthetender(CreditCardB01650),theamount,andanOKbutton.Iftheamountiscorrect,clickOK.

Thescreenwillnowdisplayfieldsforenteringacreditcarddeposit.PleaseNOTE:CreditCarddepositsaretobeenteredinlumpsumsettlements.iPaymentsdoesnotactuallyprocesspaymentsfromcreditcards.Usersshouldcontinuetousecreditcarddevicestochargecustomercards.TheCreditCardListdropboxrequiresthatacreditcardtypebeselected,however,itisnotnecessarytobreakoutyouramountbyeachcard.Simplyselectonecardtypeandenterthefullamountofyoursettlement.Enterthesettlementdateandthesettlementnumber.ThesettlementnumbermaybelistedastheBatchNum.Ifasettlementnumberisnotavailableuse7777777777.

Afterenteringtherequiredinformation,clickCONTINUE.






ItwillalsoincludethepaymentdetailsincludingtheSettlementDateandNumber,theiconforaddedbackup,andastatementthankingthecustomer.



TenderTransactions‐ACH

TheACHtenderisusedforACH,EFT,andWirepayments.YourdepartmentwillbenotifiedbyFMOwhenthistypeofpaymenthasbeenreceived.WhentheACHiconisselected,thescreenwilldisplaythenameofthetender(ACH‐B01665),theamount,andanOKbutton.Iftheamountiscorrect,clickOK.

Theuserwillbepromptedasecondtimetoconfirmtheamount.

ClickCONTINUE.






Itwillalsoincludethepaymentdetails,theiconforaddedbackup,andastatementthankingthecustomer.

At this point and email notification is sent to the depositing account. FAMIS Screen 860 has a field labeled iPay IDT Email/ID that is used to direct these emails.


DepositingandBalancingFiles‐USERACCESS

Onceallofthereceiptshavebeenenteredforaparticulartendertype,thefilemustbebalanced.PersonswithUSERaccesscanenterthedepositinformationbutcannotbalancethefiles.ClickonBALANCEatthetoprightofthescreen.

TheDepositingandBalancingscreenwilldefaulttotheusersUINanddisplaytheTenderSummarybyBankinformation.

ClickCREATEDEPOSIT.

UserscanmanuallyentertheamountintheAMOUNTfieldorClickCOUNTtopullupacurrencycounter.


Entertheamountsforeachdenomination.Thiscanbeprintedandusedasyourdeposittape.

Enterthe7digitdepositslip#intheSlip#field.EnterthedepositbagnumberintheCommentsfield.Seepage32forCheck,CreditCard,andACHexamples.

ClickCREATE.


IfyouhavethePrintDepositSlipchecked.Aprompttoprintwilldisplay.

Atthispoint,personswithUSERaccessaredoneandtheycanpassthedepositontopersonswithSUPERVISORaccess.ClickEXITandCLOSEthenLOGOUT.


DepositingandBalancingFiles‐SUPERVISORACCESS

Onceallofthereceiptshavebeenenteredforaparticulartendertype,thefilemustbebalanced.

TheDepositingandBalancingscreenwilldefaulttotheusersUINanddisplaytheTenderSummarybyBankinformation.ChangethedropboxfromtheusersUINtoAll.Noticethatthescreenisnowsplitintwowithadditionalinformationandoptionsontheright.

Left Side

RightSide

Noticethattheoptionsatthetoprightofyourscreenhavechanged.

Alsonoticethatthesummaryofyourdepositnolongerincludestheaccount.Toviewthedetailsofthedeposit,ClickEXIT.


Thiswilltakeyoubacktothehomepagelistingyourmenusofaccounts.ClickEVENTTOOLSwhichisthefirstoptionlistedinthetoprightcornerofthepage.

ThiswilltakeyoutoaSEARCHscreen.TheFileIDwilldefaulttothefileinwhichtheuseriscurrentlylogged.

ClickSEARCH.


Thiswilltakeyoutoanewscreenthatwilllisteachreceiptinthefileandallowyoutoclickoneachonetoviewthedetails.

UserscanviewthebackupdocumentationbyclickingonthePaperIcon.Theaccountandobjectcodeandreceiptdetailsareincludedonthispage.Iftheinformationisincorrect,userscanvoidthisreceiptatthispointbyclickingVOID.Userscanalsoreprintthereceiptfromthislocation.TogobacktotheDepositingandBalancingscreen,clickEXIT.

Thiswilltakeyoubacktothehomepage.ClickBALANCE.

ThiswilltakeyoubacktotheDepositingandBalancingScreen.ChangetheUINtoAll.ClickCREATEDEPOSIT.PleaseNOTE:IfthisstepwasperformedbytheUSER,thentheSUPERVISORdoesnothavetore‐addthedeposit.


UserscanmanuallyentertheamountintheAMOUNTfieldorclickCOUNTtopullupacurrencycounter.

Entertheamountsforeachdenomination.Thiscanbeprintedandusedasyourdeposittape.

Enterthe7digitdepositslip#intheSlip#field.EnterthedepositbagnumberintheCommentsfield.Seepage32forCheck,CreditCard,andACHexamples.


ClickCREATE.

IfyouhavethePrintDepositSlipchecked.Aprompttoprintwilldisplay.

Atthispointthedepositsummarywilldisplayontherightsideofthescreen.ClickBALANCE&CLOSEtocompletethefile.


UsersshouldthenbepresentedwithaManagementReportandamessagethattheFileUpdateisComplete.

ClickOK.YouwillgetamessagethattheFileisbalanced.ClickOKandthenEXIT.Userswillthenbere‐routedtotheFileManagement/CreateFileScreen.UsersshouldnowreviewthedepositinFAMIS.


ReviewingtheDepositinFAMIS

Thefilenumber(inthiscase2017104003)isconvertedintotheref#2inFAMISas7104003.Thelastdigitoftheyearisthefirstnumberandthefollowing6numbersaretheremainingdigits.ThefilenumberisgeneratedbyJuliencalendardate.Thedaythisfilewascreatedwasthe104thdayoftheyearanditwasthe3rdfileopenedthisday.

Thisdepositexamplewasa$100.00registrationanda$20.00clothingsale(includestax)onaccount02‐201980.ThiscanbeviewedinFAMISonseveralscreens.Forthisexample,reviewthedepositonFAMISscreen47.

Thesalestaxcanbeviewedbychangedtheaccounttotheappropriatesalestaxaccountforyouragency.


ByplacingyourcursorononeofthelineitemsandclickingPF6,userscanviewmoredetailsaboutthedepositincludingthedepositslipnumberwhichispopulatedastheref#4.

Ifyouragencyusesaclearingaccountforyourdeposits,youcanviewthosedetailsbychangingtheaccounttotheclearingaccountnumber.


BankinformationcanbeviewedbychangingtheBankOptionfromNtoY.


OtherDepositExamples

PleaseNOTE:Depositfilescannolongerhavecombinedtendertypebanks.AseparatedepositfilewillhavetobecreatedforCreditCarddeposits(B01650)andyetanotherfileforanyACHdeposits(B01665).Thedepositexampleaboveonlyincludedcash,however,cashandcheckfilescanbecombinediftheyusethesamebank.

CHECKDeposit

UserscanmanuallyentertheamountintheAMOUNTfieldorclickCOUNTtopullupalistofchecks.

UserscanclickthelinkforeachreceiptunderEVENTNBRtoviewdetailsabouteachcheck.ComparethislisttothechecksinthedepositandclickFOUNDnexttoeachone.OncethechecksareallFOUND,clickPRINT.


Thiswillgenerateatapeofthecheckswithasignaturelineatthebottom.Itissuggestedthatthistapebekeptwiththedepositbackup.

CHECKANDCASHDeposit

UserscanmanuallyentertheamountintheAMOUNTfieldsorclickCOUNTtopullupacurrencycounterandalistofchecks.


CREDITCARDDeposit

UserscanmanuallyentertheamountintheAMOUNTfieldsorclickCOUNTtopullupthe list of credit card entries.

EnterCCCandthedepartment’s4digitcode(ifthecodeis5digitsthenjustenterCC).UserscanleavetheCommentsfieldblank.


ACH/EFT/WireDeposit

UserscanmanuallyentertheamountintheAMOUNTfieldsorclickCOUNTtopullupacurrencycounterandalistofACHs.

EnterthefirstletterofthedepartmentcodeandthedateoftheACH(mmddyy)intheSlip#field.UserscanleavetheCommentsfieldblank.