EFT Notification Deposit Form

This page provides guidance for submitting EFT deposit information and includes the EFT Deposit Notification Form below.
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When to Use This Form

Use this form only for Electronic Funds Transfer (EFT) deposits, including:

  • ACH (Automated Clearing House)
  • EDI (Electronic Data Interchange)
  • Wire Transfers
  • State Deposits


The form should be completed:

  • In advance of the deposit whenever possible, or
  • No later than 2 business days after the deposit posts.

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Why This Matters

Providing accurate information helps Central Finance process your deposit quickly and efficiently. Without this form, matching deposits to the correct department may be delayed.
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Best Practices for Vendors

  • Encourage vendors to include detailed information in the deposit remittance or addenda, such as:
    • Department Name
    • Purpose of Payment
    • UVA Contact Name
    • Example: “Finance, Commission Payment, John Doe”
  • If paying multiple invoices, ask vendors to:
    • Pay each invoice separately, and
    • List all invoice numbers in the remittance.

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Complete EFT Deposit Notification Form

Important Information:  

  • Deposit Types
    • Department Electronic Deposits
      • Funds deposited directly into the University’s depository account for sales or services provided.
    • Expenditure Credits (Non-Grant)
      • Incidental, non-recurring credits from prior disbursements or reimbursements for shared costs.
      • See Policy FIN-050 for details.
  • All EFT deposits must comply with Policy FIN-016.
  • You will receive a notification with the Ad Hoc Bank Transaction number once it has been created (5pm each day).
    • To find the Ad Hoc Bank Transaction (AHBT) number -use the Ad Hoc Bank Transaction Information report in Workday.

 

Click here for EFT Deposit Notification Form

 

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Need to Edit a Submitted Form? 

Once a form is submitted, it cannot be edited directly. However, you can correct the information using the steps below.

If  the Ad Hoc Bank Transaction has not been created yet: 

  • Email [email protected] and include the following:
    • Subject line:  EFT Form Edit - please route to Financial Accounting
    • Body of email:
      • Submission ID
      • Submission Number
      • Name of the person that submitted the form

If the Ad Hoc Bank Transaction has already been created: 

  • Submit an Accounting Journal to update or correct worktags.

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Need Help?

  • Questions about the deposit form or process? email [email protected]
  • If you need to set up electronic payments to UVA and need the bank account information, email [email protected] with:
    • General purpose of the deposit (e.g., Commissions, Royalties, Reimbursement)
    • Vendor Name (include all possible variations)
    • Customer Number (if setting up an AR invoice) – format: CST-XXXXX
    • All required vendor forms
    • Allow ample lead time for processing
Manage Deposits