|This Policy addresses various areas of cash handling applicable to all departments including cash handling and transport, petty cash, and change funds in accordance with UT System’s UTS166 Cash Management and Cash Handling Policy.|
|This policy provides guidance so that the processes of accepting electronic payments comply with the Payment Card Industry Data Security Standards (PCI DSS) and are appropriately integrated with the University’s financial and other systems. In addition, adherence to this policy will ensure compliance with Sections 35.61, 72.004 and 502.002 of the Texas Business & Commercial Code, related to the protection of credit/debit card information and other personal identifying information.|
The following steps outline the process for a department to accept credit cards in person, via point-of-sale (POS) terminals:
Marketplace is a shopping cart application that allows users to make payments online via a shopping cart. It is a delivered application in TouchNet uCommerce and has specific configuration options. There are limited customization options, therefore, we advise merchants to consider including detailed information and instructions on their departmental websites, and use Marketplace to process the payments.
The following steps outline the process for a department to accept credit cards online via Marketplace:
Please use the Marketplace Change Request form to request changes or updates to existing Marketplace stores or sites. This form is available through the Galaxy portal, under Gemini Financials > Main Menu > Employee Self Service > Forms > Marketplace Change Request. As with most PeopleSoft forms, you will need to select “Add new value.” Use this form to add/remove users, change user role, update cost center and account, update products and pricing.
Additional materials about Marketplace can be found on our Training Materials page.
The University accepts electronic payments via ACH or wire transfer for all products and services. Accepting these payment methods usually requires providing bank account information so that the customer can initiate the transfer. Please contact [email protected] for assistance in providing banking information or submitting the authorization agreement form for direct deposit (ACH). In order to protect our account information and reduce the risk of fraud, Treasury will submit the banking instructions via encrypted email.
During the normal course of business, a department may receive payment for products or services via cash or check. Any department receiving cash or check payments is considered a cash handling department and must follow the University’s Cash Handling Policy.
All cash and checks received should be secured in a safe location and submitted to the Bursar’s Office for deposit as quickly as possible. Please use the Departmental Deposit Form to record all deposits.
Following are some important notes regarding cash/check deposits. Please refer to the Cash Handling Policy for more detailed information.
Please contact [email protected] for any questions regarding deposits and cash handling.
Prior to the end of each fiscal year, all petty cash and change funds must be verified using the Year-end Cash Fund Verification Form. The verification form confirms that the fund is reconciled to the approved fund amount. All petty cash reimbursements must be completed prior to year-end close. This form is available through the Galaxy portal, under Gemini Financials > Employee Self-Service > Forms > Cash Fund Verification Form. As with most PeopleSoft forms, you will need to select “Add a New Value.” Additional guidance can be found in our Petty Cash/Change Fund Year-end reconciliation presentation.
In addition, the Petty Cash/Change Fund Authorization Form must be submitted each year-end in order to retain the funds for the following fiscal year. This form also designates the custodians who will be responsible for the funds. Any funds not requested for the new year will be closed at the end of the current fiscal year. This form is available through the Galaxy portal, under Gemini Financials > Employee Self-Service > Forms > Petty Cash/Change Fund Authorization Form. As with most PeopleSoft forms, you will need to select “Add a New Value.” Additional guidance can be found in our Petty Cash / Change Fund Authorization presentation.
Prior to year-end close, Treasury will distribute an email notification with the due dates for both forms to all fund custodians.
UTD credit card merchants will also be required to confirm the use of all online Marketplace storefronts prior to year-end. All stores that are not currently in use will be disabled until such time as they are needed. Users who no longer have a need for access to the online stores will be removed.
Any department accepting credit cards from patrons in person or online must use one of OBF’s designated vendors, unless an exception is granted.
The designated vendors include:
If a department believes that it has a significant business case or processing requirement that cannot be achieved using the designated vendor it may be granted an exception to use other credit card processing systems. Please contact [email protected] for additional information.