CASH EXPENSE
REFUNDS
Treasury Management
Finance and Accounting
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Cash Expense Refunds
• Cash Expense Refunds are:
Refunds
Reimbursements
Rebates
Returned funds
from a Vendor
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Cash Expense Refunds
• Cash expense refunds ALWAYS relate to an
expense paid for by UF
• Expense refunds must be returned to the
ChartField of origin
• Use the original ChartField string info from
the expense as the ChartField string of the
deposit
• Expenses with a prior year accounting date
are an exception…
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Cash Expense Refunds
Prior year refunds depend on the fund of the
original expense:
Fund of original expense:
Deposit to:
Life to date funds: 171,173,179
Construction funds: 5XX
Grant Funds: 201, 209, 211, 212, 213, 214
Use the same ChartField as the original
expenditure
IFAS Funds 221 and 222
Dept ID 60010000; Fund 221 or 222; Program
2100; Account 530000; Bud Ref CRRNT
State Funds: 101, 102, 103 and 105 Bud
Ref CRRNT
Dept ID 74060000; Fund 111 (for 101 or 105);
112 (for 102); 113 (for 103); Program 6100;
Account 530000; Bud Ref CRRNT
State funds: 101, 102, 103, 105 Bud Ref
CYFWD
Use the same ChartField as the original
expenditure
All other funds
Use the same ChartField as the original
expenditure EXCEPT use account 530000
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Cash Expense Refunds
Example 1:
Date
Dept ID
Fund
Program
Account
Source
Project
2/18/2009
65010000
209
2200
732100
G000900
00087357
Exp Rfnd
65010000
209
2200
732100
G000900
00087357
Example 2:
Date
Dept ID
Fund
Program
Account
Bud Ref
Flex ID
6/15/2010
13500600
149
8700
791000
CRRNT
1350ADM
Exp Rfnd
13500600
149
8700
530000
CRRNT
1350ADM
Example 3:
Date
Dept ID
Fund
Program
Account
Bud Ref
Flex ID
7/31/2009
57760000
101
2100
734200
CRRNT
57760850
Exp Rfnd
74060000
111
6100
530000
CRRNT
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Cash Expense Refunds
• All cash expense refunds must be
accompanied by a cash expense refund form
(http://fa.ufl.edu/forms/pdf/fa-pds-cer.pdf)
• The cash expense refund form must be fax
imaged to the original voucher, expense
report, or journal ID
• If the expense refund relates to a travel
expenditure or a grant fund, forward the
check and the cash expense refund form to
travel, grants, or office of research to
complete the deposit
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Cash Expense Refunds
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Cash Expense Refunds
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Cash Expense Refunds
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Cash Expense Refunds
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Cash Expense Refunds:
Record Deposit
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Cash Expense Refunds
 In myUFL, we must:
1. Record Deposit
2. Create Accounting Entry
3. Print Deposit Transmittal Form
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Cash Expense Refunds
Record Deposit
Navigation: Accounts Receivable  Payments 
Online Payments  Regular Deposit
Select Add a New
Value to begin a
new Deposit
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Cash Expense Refunds
Record Deposit
 Deposit Unit = “0500”
 Deposit ID will be assigned by myUFL
Click: Add
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Cash Expense Refunds
Record Deposit
 Accounting Date
 Bank Code = “WACH” (default)
 Bank Account = “UFV”
 Deposit Type = “K” (Check)
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Cash Expense Refunds
Record Deposit
Click:
“Payments”
Enter the
Count
Enter the
Control Total Amt
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Cash Expense Refunds
Record Deposit
 Enter: Payment ID
 Enter: Pymt Ref (Optional)
 Enter: Amount
 Check: Journal Directly
Click: Save
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Cash Expense Refunds:
Create Accounting Entry
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Cash Expense Refunds
 In myUFL, we must:
1. Record Deposit
2. Create Accounting Entry
3. Print Deposit Transmittal Form
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Cash Expense Refunds
Create Accounting Entry
Navigation: Accounts Receivable  Payments 
Direct Journal Payments  Create Accounting Entries
Click: Search
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Cash Expense Refunds
Create Accounting Entry
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Cash Expense Refunds
Create Accounting Entry
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Cash Expense Refunds
Create Accounting Entry
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Cash Expense Refunds
Create Accounting Entry
Click the lightning bolt
to create accounting entry
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Cash Expense Refunds
Create Accounting Entry
Click the Complete
checkbox
Click Save
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Cash Expense Refunds:
Print Deposit
Transmittal Form
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Cash Expense Refunds
 In myUFL, we must:
1. Record Deposit
2. Create Accounting Entry
3. Print Deposit Transmittal Form
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Cash Expense Refunds
Deposit Transmittal Form
Navigation: Accounts Receivable  Payments 
Reports  Deposit Transmittal
Use Find an
Existing Value if
you have created a
Run Control ID
before
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Cash Expense Refunds
Deposit Transmittal Form
Use Add a New
Value if you have
never created a
Run Control ID
before
Enter a
Run Control ID
Click Add
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Cash Expense Refunds
Deposit Transmittal Form
Enter your Deposit Unit
Enter a
Deposit ID
Click Run
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Cash Expense Refunds
Deposit Transmittal Form
Click: OK
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Cash Expense Refunds
Deposit Transmittal Form
Click on Process
Monitor to see the
status of the process
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Cash Expense Refunds
Deposit Transmittal Form
Click Refresh until
Run Status and
Distribution Status
read Success and
Posted
Run Status and
Distribution Status
should read Success
and Posted
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Cash Expense Refunds
Deposit Transmittal Form
Click the Details link
to see Process Details
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Cash Expense Refunds
Deposit Transmittal Form
Click View
Log/Trace to
see the log files
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Cash Expense Refunds
Deposit Transmittal Form
Click the PDF file link
to open the DTF
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Cash Expense Refunds
Deposit Transmittal Form
Header information
from Control data
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