ACCOUNTABILITY TRANSFER FORM

TABLE OF CONTENTS

• PURPOSE
• GENERAL INFORMATION
• TRANSFER OF DOCUMENTS BETWEEN AREAS
• TRANSFER OF MONEY BETWEEN AREAS
• Cash Deposits:
• Check Deposits:
• TRANSFER OF CASH ADVANCES BETWEEN INDIVIDUALS
• OTHER TYPES OF TRANSFERS
• EXHIBIT AND INSTRUCTIONS
• FORM REQUIREMENTS
• NUMBER OF COPIES AND ULTIMATE DISTRIBUTION
• WHERE TO SEND COMPLETED FORMS
• CONTACT INFORMATION
• CROSS REFERENCES

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PURPOSE

The Accountability Transfer Form may be used for multiple purposes, including:

• accounting for the transfer of documents between areas
• accounting for the transfer of money between areas (i.e. remote deposit)
• accounting for the transfer of cash advances between individuals (i.e., long-term or short-term advance transfers)
• accounting for "other" types of transfers

GENERAL INFORMATION

TRANSFER OF DOCUMENTS BETWEEN AREAS

The Accountability Transfer Form is to be completed when documents are being transferred between areas. Complete Page 1 and omit Page 2.

NOTE: It is not necessary to add the "PERNR" number for this transaction.

TRANSFER OF MONEY BETWEEN AREAS

The Accountability Transfer Form is to be completed when money is being transferred between areas, including when deposits are sent to the Finance Office for remote deposit capture or deposits are transferred to a different location for transportation to the bank. Pages 1 and 2 must be completed.

NOTE: It is not necessary to add the "PERNR" number for this transaction.

The form must be printed to be included with deposit taken to the Finance Office. The deposit preparer signs the form in the "transferred from" section and the individual in the Finance Office receiving the deposit signs the "transferred to" section. On page 2, the form preparer signs the form.

Cash Deposits

• All cash must be counted and a bank deposit slip prepared in accordance with Policy FN01 Cash Revenues and Procedure FN2005 Processing Cash Revenues. The cash and the deposit slip should be placed in a completed, disposable bank deposit bag and the bag sealed. The deposit may be either transported directly to the University-approved designated bank depository or delivered to the Finance Office for depositing. The method of deposit is determined by the Finance Office. To have the bank-validated deposit slip returned, a postage-paid, self-addressed University envelope must be included in the disposable bank deposit bag. If the deposit is transferred to the Finance Office, the "cash" section of the Accountability Transfer Form is completed. The recipient in the Finance Office verifies the amount listed on the Accountability Transfer Form matches the information recorded on the disposable bank bag. The cash is NOT counted by the Finance Office.

Check Deposits

• Checks drawn on U.S. bank accounts to be taken to the University designated bank:
• All checks are to be totaled and the adding machine tape wrapped around the bundle of checks, in accordance with FN01 Cash Revenues and Procedure FN2005 Processing Cash Revenues. A deposit slip is prepared, the disposable bank deposit bag is completed, and the funds are placed in the bag for depositing. If a courier is utilized to transport the deposit to the bank, a postage-paid, self-addressed envelope is to be placed in the disposable bank deposit bag. The bank will mail the validated deposit slip back to the University. A Cash Deposit Journal Entry is processes using the date on the bank validated deposit slip and the bank validated deposit slip is uploaded as supporting documentation. This is to allow Financial Reporting to reconcile the deposit on the bank statement.
• Checks drawn on U.S. bank accounts deposited via Remote Deposit Capture:
• All checks are to be totaled and the adding machine tape wrapped around the bundle of checks, in accordance with FN01 Cash Revenues and Procedure FN2005 Processing Cash Revenues. The "remote deposit information" section of the Accountability Transfer Form is completed, the "transferred from" signature added, and the checks are transferred to the Finance Office for remote deposit capture. The Finance Office recipient signs the Accountability Transfer Form in the "transferred to" section. The checks are Remote Deposit Captured and the generated report number is recorded on the adding machine tape and kept with the bundled checks. A Cash Deposit Journal Entry is processes using the date on the remote deposit report. The remote deposit report is uploaded as supporting documentation to the Cash Deposit Journal Entry. This is to allow Financial Reporting to reconcile the the deposit on the bank statement.
• Checks drawn on non-U.S. (foreign) bank accounts:
• Foreign checks cannot be included with checks drawn on U.S. bank account deposits or processed using the remote deposit system. All checks drawn on a foreign bank must have separate deposit slips completed for each check drawn on a foreign bank. This is to allow the bank to convert the funds into U.S. dollars. Once the individual deposit slips are written then multiple foreign check deposits may be placed in the same disposable bank deposit bag and the bag sealed. The total amount of all of the foreign checks being submitted for deposit must match the entry on the disposable bank bag. The deposit may be either transported directly to the University-approved designated bank depository or delivered to the Finance Office for depositing. The method of deposit is determined by the Finance Office. To have the bank-validated deposit slip returned, a postage-paid, self-addressed University envelope must be included in the disposable bank deposit bag. If the deposit is transferred to the Finance Office, the "Check Log-Foreign Checks" section of the Accountability Transfer Form is completed. The recipient in the Finance Office verifies the amount listed on the Accountability Transfer Form matches the information recorded on the disposable bank bag.

TRANSFER OF CASH ADVANCES BETWEEN INDIVIDUALS

The University has authorized the transfer of long-term advances (NOT short-term advances) from one fund custodian to another if the original fund custodian leaves the position or leaves University employment. Completion of page 1 of the Accountability Transfer Form is required to document the transfer of University funds from the original custodian to the new custodian. The fund must be reconciled and a journal entry prepared in accordance with Procedure FN2016 Long-Term and Short-Term Advances.

OTHER TYPES OF TRANSFER

Complete Page 1 and omit Page 2.

The Accountability Transfer Form is NOT to be used when transferring property (equipment or materials) between areas. See Procedure CR2019 Accounting for Capital and Non-Capital Property (Equipment and Facilities) for complete details on transferring property.

EXHIBIT AND INSTRUCTIONS

For step-by-step instruction on completing the Accountability Transfer Form, click on link below:

Accountability Transfer Log Exhibit

FORM REQUIREMENTS

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. See Procedure FN2017 Use of Forms Appearing on the GURU Website for complete details.

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Request form.

NUMBER OF COPIES AND ULTIMATE DISTRIBUTION

WHERE TO SEND COMPLETED FORMS

See the distribution table above for area responsible for maintaining the completed and signed form as evidence of the transfer.

CONTACT INFORMATION

For questions or additional details, please contact your Business Area Financial Officer.

To request changes to the form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Form.

CROSS REFERENCES

• Policy AD35 University Archives and Records Management
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure CR2007 Bank Bag Deposit Tracking
• Procedure CR2019 Accounting for Capital and Non-Capital Property (Equipment and Facilities)
• Procedure FN2016 Long-Term and Short-Term Advances