University Bursar - Department Deposit Form Instructions

If you have questions or need assistance, contact your campus Cashier Operations office.

Section 1: Form Information

Form Submit Date: The current date will automatically appear in this field.

Form Reference Number: You may enter your own reference number or leave the system‑generated number.

University Location: Select the radio button that corresponds to your campus location.

Section 2: Dates

Received Date: Enter the date the payment was physically received. You may type the date or select it from the calendar.

Examples include:

• The date a check arrived in the mail
• The date a customer handed you a payment

This date is important because it helps University Accounting & Financial Reporting (UAFR) determine whether deposit‑in‑transit entries must be recorded in Banner.

Earliest Start Date and Latest End Date:These fields identify the time period covered by the payment(s).

• If the payment covers only one day, enter the same date in both fields.
• If multiple payments are included, enter:
  • the earliest start date among all payments, and
  • the latest end date among all payments.

These fields are required. The deposit cannot be processed without them.

If you are unsure how to determine these dates, contact your unit’s business office. If additional guidance is needed, UAFR can assist. Refer to Accrual & Deferral Tracking on the Business and Finance “Who to Ask” list.

Providing accurate date ranges helps UAFR identify accruals (such as accounts receivable) and deferrals (such as unearned revenue) for the University System’s audited financial statements.

Section 3: Department Information and Purpose

Prepared By: Enter the name of the person completing the form.

Department Name: Enter your unit’s department name.

Department Address: Enter the full department address.

Mail Code: Enter the department’s campus mail code.

Phone Number: Enter a 10‑digit phone number in a standard format, such as (nnn) nnn‑nnnn.

Email Address: Enter your full email address (for example, jdoe1@illinois.edu).

Purpose of Funds: Provide a brief description of the deposit and the source of the funds. Example: If the funds were generated from the sale of goods or services, explain that in further detail.

Section 4: Cash Denominations and Check Totals

Paper Currency and Coins: Enter the quantity of each denomination. The Calculated Cash Total will update automatically.

Check Information: Enter details for each check, including payer name, check number, and amount. You are strongly encouraged to include as much detailed information for your future reference. The Calculated Check Total will update automatically. Attach a calculator or adding‑machine tape showing the total of all checks submitted. All checks must be endorsed at the time of receipt.

Section 5: CFOAPAL Information

Enter all CFOAPAL codes carefully. Ensure the account code accurately reflects the nature of the transaction (for example, the applicable revenue account code that properly classifies the nature of the deposit).

If any CFOAPAL information is incorrect, the Cashier Operations office will contact you to resolve the issue, which may delay processing.

The totals from Sections 4 and 5 must match. These totals are calculated automatically.

Attestation

Review all information for accuracy. Select the radio button for “I certify that the information entered is accurate to the best of my knowledge.”

Submitting the Form

After selecting Submit, a confirmation page will appear. You may print or save a PDF copy by selecting the Print/Save as PDF button.

Two emails will be sent automatically:

• A copy of the completed form will be sent to the Cashier Operations office for the location you selected.
• A Confirmation of Submission email will be sent to the email address you provided. This email includes a link to download or print your copy.