April 8, 2025, 4:45 pm: The T&E Card Change Request form is failing intermittently. We are working with ITS to address the issue. In the meantime, please send us an email with the information the form requests to askfinance@virginia.edu
Resources
Create new gift worktags. This procedure applies to University units receiving Gift funds.
Create Gift Workday.pdf208.58 KB
The University recognizes that the ability to accept credit card payments is necessary for modern e-commerce.
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.
Ad Hoc Bank Transaction Expenditure Credit (Video Demonstration)
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
When a check is scanned or taken to a bank, the Ad Hoc Bank Transaction (AHBT) will come to the Cost Center Deposit Specialist's inbox the next day after 1pm.
When there is a deposit to one of the University’s bank accounts, an Ad Hoc Bank Transaction (AHBT) is created in Workday. This Ad Hoc Bank Transaction will be sent to the Cost Center Deposit Specialist’s My Tasks (or Workday Inbox). The AHBT comes in with worktags in the Ad Hoc Bank Transactions lines auto-populated/defaulted). Workday gets the information that auto-populates from the Ad Hoc Bank Transaction Template. This template is set up when the schoo
Most Ad Hoc Bank Transactions (AHBT) have one of three Purpose codes:
It is best practice to attach a copy of the checks that are included in the deposit to the Ad Hoc Bank Transaction (AHBT).
If you scanned a check using a remote deposit scanner (RDS), you can run a report, Deposit Details by Account Report, that has a log of the checks as well as the images, front and back, of the check in CashPro.
This session from January 2024 features information on deposits and Ad Hoc Bank Transactions (AHBT).
This session from January 2024 features information on deposits and AHBT. Watch on YouTube: https://youtu.be/xEbnfTL0lcQ
Ad Hoc Bank Transaction Merchant Account (Video Demonstration)
Ad Hoc Bank Transaction Department Deposit (Video Demonstration)
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
University Foundations can use UVA Fund’s services to collect and process gifts and donations as the funds do not belong to the University, they are deposited into Foundation bank accounts. If the monies the event is collecting are University funds, deposited into University revenue projects, then UVA Fund cannot function as a processor for your event (see Policy FIN-016: Receiving and Depositing Cash and Other Monetary Instruments) as the funds are required to be deposited directly into University Bank Accounts.
The Payment Card Industry has addressed access to cardholder data through the Standards and identify what screening that potential employees must pass in order to gain access to cardholder data including reports. This standard is required for EMPLOYEES and recommended even if the employee is a cashier and exposed to one card at a time.
12.7 Screen potential personnel prior to hire to minimize the risk of attacks from internal sources. (Examples of background checks include previous employment history, criminal record, credit history, and reference checks.)