Requests must be submitted via a ticket to the SAAS Ticketing system, utilizing your university email and password.

If your unit collects any monetary funds (cash, check, credit card payments), you are subject to university policy FINA 8.10 (Previously 4.10) – Receipt and Handling of University Payments. SAAS staff responsible for payment collection are the front line in ensuring compliance with university policies and are responsible for ensuring appropriate internal controls exist to protect the University’s assets.  

Our team can assist your unit with reviewing processes to ensure compliance with university policies for payment collection.  Once funds are collected, you can complete a “Deposit” ticket within the SAAS Ticketing system, and our team will complete the deposit in Peoplesoft and deliver to the bursar’s office. 

SAAS Specific Process for Deposits:

1. Any department who receives payment must follow FINA 8.10 (Previously 4.10) Receipt and Handling of University Payments
2. If cash or checks are received, a receipt must be written.  In collaboration with the SAAS Receivables Team, the following expectations must be met to receive and receipt funds:
   1. Attend required training
   2. Be recognized on the divisional list of employees authorized to receipt monies which is submitted to the Bursar’s Office.  
   3. Utilize a University receipt book to provide a receipt for each transaction.
   4. To receive assistance with this process, please submit a “Ask a Receivables Team Member Ticket”  in SAAS Ticketing.
3. When a department  receives payment, it has been properly receipted, and is ready for deposit, please complete a “Deposit” ticket in SAAS Ticketing to notify the team of a pending deposit and the appropriate chartfield string for the funds.  Once the ticket is claimed the following will occur:
   1. A receivables team member will claim the ticket and respond with the location to drop-off the payment.  
   2. The individual will bring the funds and “pink” receipt copies with them in a sealed envelope to the receivables staff member per the instructions provided in the ticket.
   3.  The individual dropping off the payment and the receivables employee will validate the amounts being dropped off.    
4. The receivables team member will prepare the deposit according to the bursar’s office instructions and drop off the deposit to the bursar’s office.  
5. Once the bursar’s receipt is returned, a copy of the transmittal and receipt along with the deposit number will be logged in the ticket.
6. Timely submission of Deposit Tickets is essential for adherence to FINA 8.10 (Previously 4.10) Receipt and Handling of University Payments  which requires deposits be made next business day. Utilizing the ticketing system to notify the SAAS Receivables Team you have an item to deposit will allow anyone on the team to respond and execute the deposit. 

 
If any external party wishes to pay electronically instead of cash, check or credit card, please contact our office via the SAAS Ticketing system for ACH instructions or to notify our office that you are expecting an ACH so we can identify and claim for you.  Please log a “Ask a Receivables Team Member” ticket in the SAAS Ticketing system.

 If you are expecting an ACH, please include whom the payment is coming from, the expected amount, and the Peoplesoft chartfield you wish to apply the funds to.   

Per University Policy FINA 2.06 Internal Charges, an internal charge is a transaction whereby one University department provides goods or renders service to another University Department (e.g. printing, information technology, etc.)  Previously referred to as Intra-Institutional Transfer (IIT), internal charges are only used when charging for goods or services and will not be used to transfer funds or correct errors.  

If you are transferring funds or correcting account errors, please utilize the SAAS Ticketing system, and select the “Account Correction/Journal Entry” ticket category instead.

Adequate documentation will need to be attached to support the internal charge – examples are a department created invoice, memo, spreadsheet, etc.  

SAAS specific Processes for Internal Charges:

1. The unit will initiate a SAAS Ticketing request to the Receivables Team (IIT/RQ ticket type)
2. Please attach documentation to support the internal charge.  Examples include a department created invoice, memo, or spreadsheet.
3. You will need to provide the PS Chartfield for the department who provided the goods or service as well as the department receiving the goods or service. 

The Student Services team works directly with Residence Life staff to bill for all housing related charges including housing assignment billing, activity fee, supplemental education fees, UTS fee, PO Box fee, housing application fees, and fines and damages.  The student billing occurs via StarRez activity that feeds into Banner. 
 
The Student Services team also works with the Fraternity and Sorority Life (FSL) Office to for all Greek Life charges including Greek housing rent, fraternity & sorority life activity fees, residential activity fees, network fee, mail & package fee, and Greek life meal plans.   This student billing occurs via StarRez activity that feeds into Banner.

The Student Services team is proud to support all student billing originating from the Division of Student Affairs and Academic Support. 

The Student Services team initiates the distribution of the residence life activity fee each semester to the applicable chartfields based on the following schedule: 

Fall – Initiated by July 31 
Spring – Initiated by December 22 

The Student Services team initiates the distribution of the the supplemental education fee each semester to the applicable chartfields based on the following schedule: 

Start-Up Disbursement – Initiated by July 31 
Fall – Initiated by August 31 (based on August 15 enrollment data) 
Spring – Initiated by January 31 (based on January 15 enrollment data) 

The Receivables team works closely with Student Health and Well-being to bill for all medical services provided within the Center for Health and Well-Being.  

The team will bill insurance companies and patients for services provided.  The team works to ensure compliance with all applicable policies and procedures.

If your unit collects any monetary funds via credit card transactions utilizing a physical terminal or online portal (Marketplace or E-Store), the unit is responsible for ensuring compliance with all PCI requirements.  

University policy FINA 8.11 (Previously 4.11) Credit/Debit Card Processing and Security addresses these matters. 

The bursar’s office supports PCI compliance through the annual Campus Guard Training and PCI compliance reviews which involve the review of departmental policies related to credit card compliance.  If your unit utilizes either physical terminals or the online portal, our team can assist you with initial evaluation, creation or review of appropriate internal controls, assistance with SAQ completion or with general questions you may have.  

We are able to share best practices across the division.   Log a “Ask a Receivables Team Member” in the SAAS Ticketing system and we will be happy to schedule a time to discuss.   

If you have a one-time or infrequent e-store need such as a conference, we can create the product in the division e-store instead of creating an entire e-store for infrequent use.  Log a “Ask a Receivables Team Member” in the SAAS Ticketing system. 

The team works closely with applicable units to record the sale of publications and facilitate the applicable distribution of royalties.