The University recognizes that the ability to accept credit card payments is necessary for modern e-commerce.
Resources
Customer Accounts (Accounts Receivable) assists University departments and units that extend credit to external customers when billing for the sale of goods and services. Accounts Receivable ensures compliance with University and Commonwealth of Virginia receivables management and reporting requirements, and with federal and state laws including the Fair Credit Billing Act, by providing centralized invoicing, processing and application of payments, and management of collection efforts for unpaid invoices billed through the University's Integrated System.
My Customer is Requesting the University's W-9 Form, where can I obtain one? When a supplier needs UVA's IRS W-9 Information
2023_W9_UVA.pdf80.22 KB
Ad Hoc Bank Transaction Expenditure Credit (Video Demonstration)
The deposit form is to be used by department who do not have access to a remote deposit scanner either in their department or in their school/unit. Check with your school/unit's finance department to see if another department has a remote deposit scanner. Deposits should only be in the form of a check. We do not accept Cash. Cash should be taken to the bank.
See the full process of remote deposits from scanning the check to any corrections that need to be made to the Ad Hoc Bank Transaction.
Remote Deposit Process (1).pdf110.35 KB
Technically – no. But there is a way around it.
All about Activity Stream, added functionality in Workday
Miscellaneous Payment Request (Video Demonstration) - Petty Custodian
Miscellaneous Payment Request Report (Video Demonstration) - Petty Cash Account Replenishment
Ad Hoc Bank Transaction Merchant Account (Video Demonstration)
Ad Hoc Bank Transaction Department Deposit (Video Demonstration)
Units will see the Primary Gift linked to the Named Professorship. When Gifts are linked to Named Professorships, the Gift Worktag gets a new “tab” on the Worktag landing page which will allow users to navigate back and forth between Gift and Named Professorship. This does not impact any accounting functionality; it's just to aid in navigation.
It generally takes 2-4 business days for the credit card payments fully process and get to Bank of America.
If you do not see the transaction right away, you will likely see it in a few days. If after 5 business days, you still are not seeing the Ad Hoc Bank Transactions, you can reach out to askfinance@virginia.edu.
See – How does the process work for revenue that comes in through the Merchant Account? FAQ for more information
Merchant Account transactions get batched together at the end of the day for each device, so you will not see the individual transactions or details on your Ad Hoc Bank Transaction.
Credit Card Transaction online
The process for getting revenue into the University starts with a point-of-sale system. When a transaction is started in a point-of-sale system, that system contacts a payment processor to verify the payment. The payment processor is Elavon. When the payment processor is contacted about a payment, they check with the credit card company to confirm the payment. The credit card companies respond with an “approve” or “deny” message, which is sent back to the point-of-sale system. This process only takes a few seconds.
The slides for this course cover the key tasks that may be sent to you for approval as a Cost Center Manager and the details that need to be reviewed before determining if a request should be approved
This Quick Reference Guide (QRG) is designed to walk a Cost Center (CC) Manager through the approval process in Workday. By the end of this QRG, you will know how to review and approve transactions specific to a Cost Center Manager.
These course slides cover creating a Miscellaneous Payment Request and submitting it for approval, changing or canceling the request, if needed, and understanding the reporting capabilities for viewing petty cash requests.