The purpose of this operating procedure is to establish procedures for the College of Public Health Business Office and Research Center Administrators regarding check and cash transmittals in accordance with BPM E-2-1.

Requestor Responsibility:

The Requestor is responsible for receiving cash and cash equivalent on behalf of the University for gifts, goods or services. The department is responsible for providing receipts for cash received.

When cash or checks are received, the Requestor or other designee will:

1. Deliver all cash and checks received to the CPH Business Office no later than 2:00 in the afternoon. NOTE: if cash/checks are received after this time, the department is responsible for securing them in a secure location until the next business day when they can deliver it to the business office.
2. Provide the account name/number for the funds to be deposited into.
3. Provide business purpose of funds.
4. Provide any other documentation provided with the deposit (ie. Gift notification, invoice, etc).

CPH Business Office or Research Center Administrator Responsibility:

The CPH Business Office or Research Center Administrator is responsible for creating and submitting the deposit to the Treasury Office. Once cash/checks are received in the CPH Business Office, the appropriate Financial Analyst will prepare the deposit. All cash/checks received in the CPH Business Office will be deposited that business day. All cash/checks must be deposited by the end of the business week.

1. Do not Endorse checks immediately upon receipt but only after the check has been scanned into the App as the program adds an endorsement to the checks image:
   • When the endorsement is added it may be applied by a stamp or written on each check. Stamp is located in the safe.
2. Enter check information into Department control log on SharePoint, assigning it a transmittal number established by the excel sheet.

For Treasury Deposits:

1. Prepare check transmittal in myUK using control log number, GL, and cost center provided by department.
   1. Create osTICKET listing department, cash/check amount, cost center, and GL code via MyUK, enterprise services tab.  On the left-hand side click “Cash Transmittal” this will bring up a new page to enter the information.
   1. Submit the transmittal data and save the document in the SharePoint folder along with the signatures and backup documentation.
2. Prepare deposit via IPAD PNC Bank Deposit App for each check transmittal (using the transmittal document number received via osTicket creation) as follows:
   • Sign in to Ipad
     • Enter Access code (Access code is listed on the inside of the iPad cover)
   • Sign into Bank
     • Company ID: Enter company ID code
     • Operator ID: *LinkBlueID*
     • Password: *One created by user*
   • Completing Bank deposit submission
     • Once logged into the system select the drop down in the upper right hand corner
     • Select Add Deposit
     • Set location & Account (Will populate automatically)
     • Optional Field #1: Input document number from check transmittal.
     • Save
     • Select add item and enter the check amount
     • Capture the front and back of check
     • Confirm dollar amount of check
     • Save and select submit deposit
     • Stamp the back of the check and place in the safe with corresponding paperwork
   • Scan any “Gift” deposits to gifts@uky.edu
     • Send a copy of the gift transmittal and a copy of the check, when it is a gift, to the listed email
3. Ensure check is endorsed only after it has been submitted via the bank deposit and transmittal form is signed by authorized personnel.
4. Scan a copy of the check transmittal form, checks, and any other backup provided with check. Redact all bank routing/account information in scanned file.
5. Place check along with the transmittal into the safe. After a year you may shred the documents, double check to make sure that the transmittal has been saved in the Fiscal Year shared folder.
6. Cash Deposits will be entered via the CASH Transmittal via MyUK, option chosen during the transmittal form creation process. After creation attach transmittal, to envelope with cash, deposit slip and deliver to Treasury Services. Return with stamped transmittal and scan into file folder.

Treasury Operations Manual