Accounting Transaction Support Services
RD Finance 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. RD Finance 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
RD Finance 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 RD Finance
- 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
RD Finance 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 RD Finance for processing.
- Cash must not be sent via campus mail.
- Note account number(s) to be used.
Capital Equipment/Asset Management
RD Finance 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 RD Finance via phone or e-mail when receiving capital equipment
- Assist with the scheduling of the annual physical inventory
- Inform RD Finance of any and all physical location changes for equipment, i.e., request dispositions or transfers before they occur
Setting up New Accounts
RD Finance 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 RD Finance for processing.
- Include any/all information to determine account attributes