Texas Tech University

Frequently Asked Questions

University Deposits

When settling our credit card machine, we ran out of paper before printing the settlement report. Can I get a copy of the settlement report elsewhere?

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Contact University Deposits with the merchant account number and amount. We will search for the batch settlement report on the Global Payments website and fax it to you.

We made a deposit but cannot find it in our Banner clearing account. What happened?

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Contact University Deposits with the Banner fund, amount, date of deposit and payment types (cash, check, MasterCard/Visa, Discover, American Express). We will check our deposit sign in sheet and the Loomis delivery log to ensure that the bag was received by us. Then, we will look for possible errors. If we made a data entry mistake, the error will be corrected as soon as possible and you will be kept informed of the progress.

How do we get more deposit bags?

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Contact University Deposits with the name of a person in the department and their mailstop. We will put some in Campus Mail.

We need a copy of a deposit and the backup that was with it. Can you send us a copy?

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Best practice is for departments to make copies of checks and documentation and retain them for their records. If the TC document is not in Xtender, contact University Deposits with the date of the deposit, the TC number and the amount. We will search our un-scanned batches for your deposit and will email you a copy of the DDIS form and documentation. Note that University Deposits does not make or retain copies of the checks in a deposit.

Where can I find a DDIS form for making a deposit?

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The form is available on our website under Forms or we can email it to you.

How do I make a deposit to reimburse a P-card charge?

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Fill out the DDIS form using the clearing fund and account set up for your department. After the deposit has posted, remember to take the steps necessary in your department to move it to the same FOAP as the charge.

Bank Reconciliations

One of our customers wants to stop sending checks to pay for services and instead would prefer to pay by bank wire transfer beginning next month. What should I do?

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Contact Judy Privett for more information and special instructions related to TTU bank information.

I mailed a check to one of our vendors to pay all of our recent invoices but the vendor said the check was not received in their office. How do I find out if the check has cleared the bank? The vendor informed me that a copy of the front and back of the cleared check will be needed to provide proof of payment.

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Contact Suzy Emre for assistance.

Our department deposited a check from one of our customers several months ago. Now we are being audited and need to provide a copy of the check we received. Where can we get that copy?

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We cannot provide copies of any checks that were made payable to Texas Tech and that you have turned in for deposit in the bank (due to the large volume of checks deposited each day in University Deposits, we are not able to make and retain copies of each check). If you will need a copy at some point down the line, you must make a copy of the check when you receive it and before you turn this in to University Deposits.

One of our department employees paid sales tax on a P-card purchase to a local office supply store. I am told that this employee must reimburse the amount of sales tax. The employee has given me this check; how do I handle this transaction on a DDIS form?

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Deposit the check as a separate item on your regular DDIS form; you may add a description if you prefer on the space next to the check. After your P-card transaction has processed in Banner, you will move the deposit out of your clearing account and credit your FOP plus the account code used for the P-card transaction. You will want to reference the Banner Document # used for the P-card transaction. For more information, contact Nick Ervin or your fund accountant in Accounting Services.

One of our customers contacted us and said they sent us a wire transfer last month; how do I find out if the payment has been received and recorded to our department FOP?

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Contact Judy Privett or Jaci Velasquez for assistance. All incoming wires are reviewed daily and our department makes every effort to locate the department that might be expecting any wire received within a day or two. We will definitely want to help you locate this payment.

In reviewing the outstanding items in our department clearing account, I see several deposits that I do not recognize. How can I find out more information about these deposits?

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Contact Nick Ervin for more information. He reconciles all clearing accounts daily and can provide you with a copy of the original document.

I have questions about various credit card fees that were charged to our department FOP last month. How can I find out more information regarding these fees?

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Fees are the cost of accepting credit cards. Contact Nick Ervin for more information.

How do I find the training schedule for FiTS so that I will have access?

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Sign up for training at this website, if you haven’t already taken it, Financial Management 101 is a prerequisite.

How can I locate transactions recorded in my clearing account?

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Run report FI027 in COGNOS. You can also contact Nick Ervin and ask him to send you a current recap.

Student Reconciliations

Which COGNOS report is best for finding a list of students who were charged for a class?

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AR001 gives the charges by student. You can search by FOAP or detail code. AR001 is used for pulling revenue.

Which COGNOS report is best for finding a list of students with scholarships applied to their account?

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AR002 gives the scholarships by student. You can search by FOAP or detail code. AR002 is used for pulling expenditures.

Credit Card Operations

How can my department get set up to accept credit cards as a form of payment?

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If your department wants to accept credit cards in person, over the phone, or online, please follow the procedures outlined in OP 62.06. Contact Laura Cochran with questions.

Our department already has a TouchNet Marketplace account. How can we add a new store?

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Fill out the TTU Merchant Application & Annual Update form and contact Laura Cochran.

How do I get the revenue or fee FOP changed for our TouchNet Marketplace store?

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Fill out the TTU Merchant Application & Annual Update form and contact Laura Cochran.

Contact

University Financial Services