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Accounting Transaction Support Services

RDBSC handles core accounting transactions including Accounts Payable/Payment Requests, Journals, Procurement Cards, Purchasing and Travel Advance and Travel Reimbursements. We have separate preparers and approvers available for all transactions. Client's can request customized services as well, including billings, Capital Asset Management and Cash Receipts. RDBSC has primary audit responsibility for all transactions they prepare and approve.

Unit faculty and staff members need to be familiar with University Policy 3.14 Business Expenses to ensure transaction requests are within policy limitations.

Journal edocs

RDBSC Responsibilities

  • Process journal edocs per request from department utilizing KFS
  • Electronically attach request to KFS journal edoc as back-up documentation

Department Responsibilities

  • Forward all journal edoc requests via e-mail or paper to RDBSC
  • Note account number(s) to be used (if known) and/or provide explanation of transaction to assist with determination of appropriate account numbers.

Cash Receipt and Deposit

RDBSC Responsibilities

  • Cash/checks are logged in when received and given to the appropriate TS.
  • The TS will complete an advance deposit edoc.
  • Email acknowledgement of the receipt of the deposit [including amount] will be sent back to the appropriate person/department.
  • Checks are deposited using remote deposit. Cash deposits are hand delivered to the Tompkins Trust Company.
  • All cash/checks received will be deposited on Fridays, or same day received.
  • All cash/checks will be held in a locked lock box until the deposit is complete.

Department Responsibilities

  • Forward all cash to RDBSC for processing.
  • Cash must not be sent via campus mail.
  • Note account number(s) to be used.

Capital Equipment/Asset Management

RDBSC Responsibilities

  • Annual physical inventories
  • Adding new purchases to the capital asset inventory
  • Bar-coding new equipment
  • Equipment transfers between departments
  • Equipment disposals

Department Responsibilities

  • Submit serial numbers to RDBSC via phone or e-mail when receiving capital equipment
  • Assist with the scheduling of the annual physical inventory
  • Inform RDBSC of any and all physical location changes for equipment, i.e., request dispositions or transfers before they occur

Setting up New Accounts

RDBSC Responsibilities

  • New Account will be requested through KFS after receiving required information (see below) frtom department.

Department Responsibilities

  • Forward your new account, stop, or delete need/request to RDBSC for processing.
  • Include any/all information to determine account attributes