Procedures for Requesting Funds to use for Book Returns

(For Truax, Downtown, and West Campus locations)

1) The Check request is sent to Accounts payable requesting a check to be sent to you, (for DTEC and WEST), or an ACH made to UWCU for Truax, to use to purchase currency/coin to use for book returns. The chartfield to use for these cash requests will be 1105-501, which is a Change account under Bookstore funds (and not use an expense account). For DTEC and WEST, please note on the request that the US Bank check be sent to your campus and directly to the name of employee to receive it.

2) Please send a copy of the check request to Karen Gretschmann in Financial Resources. Please also keep a copy for your records.

3) To obtain funds once you receive a check or notification of ACH:

1. For DTEC and WEST - When receiving the check, complete a change order request using same procedure as you do for your regular change funds and send the check as payment. (Upon receipt of your funds, be sure they are kept separate from the regular change fund).

2. For TRUAX – You will be notified when the ACH has been processed and can then access your funds through your UWCU account. (Upon receipt of your funds, be sure they are kept separate from the regular change fund).

4) Returning funds from Truax to UWCU: The money is deposited and the stamped slip attached to a Miscellaneous Deposit form. Record chartfield 1105-501 and send this paperwork directly to Karen in Financial Resources. (Same procedure as other miscellaneous deposits made).

5) Returning funds from Downtown and West campus: Return your funds to Financial Resources via Dunbar Armored Service. (Please do not send directly to US Bank). Be sure to complete the Miscellaneous Deposit form with chartfield 1105-501 and send it with all your other paperwork. Place the money in a sealed stamped deposit envelope and send it with your other deposits in the cloth locked bag, and be sure to include the miscellaneous deposit form with all other paperwork. A large gold envelope may also be used for the cash; it should be sealed with written information on the envelope: Department, Cash, Coin, and Date.

Any questions or concerns may be directed to Karen at 258-2347 or Jeff Kuhn, 259-2957