BEN Deposits (Introduction)
1
BEN Deposits
BEN Deposits is a web-based application for entering and tracking
deposits.
BEN Deposits features include:
Account validation prior to submitting deposit
Automatic totalling of deposit amounts
"My Profile" section which allows saving of frequently-used deposit
accounts
The ability to query deposit information and to download information to
a spreadsheet
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits01.asp [10/13/2005 5:08:05 PM]
Cover Page
Knowledge Building for
Prerequisite to BEN Deposits system access
Print these BEN Deposits slides
(Requires Adobe Reader. Get the free download here)
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits00_cover.html [10/13/2005 5:08:06 PM]
BEN Deposits (Application Security)
2
Application Security
Security is available for BEN Deposits users at the following levels:
View and edit only the user's own deposits
View all deposits within a school/center (includes the ability to view
and edit own deposits)
View and edit all deposits within a school/center
BEN Deposits has been designed so that each deposit is linked to a
specific University school or center. Please note that this structure does
not limit you from depositing funds to an account outside that school or
center.
If you are logged in to the BEN Deposits system and are inactive for a
period of one hour, the system will automatically end your session and log
you off.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits02.asp [10/13/2005 5:08:06 PM]
BEN Deposits (Deposit Process)
3
Deposit Process
Depositors will enter deposit information into BEN Deposits using the "Add
Deposit" feature.
Do not put sensitive information such as an individual's social security
number anywhere on a deposit.
Once the deposit has been entered, validated and submitted, the
depositor will see a Deposit Summary Page which includes a unique
tracking number assigned to that deposit.
The depositor must print a copy of the Deposit Summary Page and deliver
it to the Cashier's Office along with the cash, checks, or money orders
being deposited.
The Cashier's Office will verify the deposit amount
An e-mail receipt will be sent overnight to the depositor once the deposit
has been received and verified by the Cashier's Office.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits03.asp [10/13/2005 5:08:06 PM]
BEN Deposits (Receipts)
4
Receipt of Deposit
The University of Pennsylvania Cashier's Office will accept either of the
following items as documentation of a deposit:
The printed BEN Deposits Summary Page, after it has been handstamped by the Cashier's Office. This receipt is available the same
day by waiting at the Cashier's Office for the deposit to be processed.
A printed copy of a BEN Deposits e-mail receipt. This receipt is
available no later than the day after the deposit. The BEN Deposits
system generates an overnight batch of e-mail for all deposits on the
previous day.
There will be two types of e-mail receipts (to see samples, click here):
Deposit Receipt (regular e-mail notification of deposit)
Deposit Adjustment Notice (notification of a change to the original
deposit)
Important: You must notify the Cashier's office if you do not receive your email receipt within two business days of making your deposit.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits04.asp [10/13/2005 5:08:07 PM]
BEN Deposits (Financial Policy 1504)
5
Depositing Guidelines
Financial Policy #1504
All cash and checks received must be deposited with the University
Cashier's Office on the day of receipt.
Cash or checks received over the weekend must be deposited on the next
business day.
Cash depositors are required to wait for a receipt from the cashier at the
time of deposit.
If $10,000 or more in cash is received from a single individual or
corporation, the University of Pennsylvania is required, under section
60501 of the Internal Revenue Code, to file Form 8300 within 15 days of
receipt. It is the responsibility of the depositor to complete this form and
hand-deliver it to the Cashier's Office.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits05.asp [10/13/2005 5:08:07 PM]
BEN Deposits Self-Test 1
6
Test Your Knowledge!
The results of this and other "Test Your Knowledge!" questions interspersed through the
tutorial are NOT being recorded. Only the quiz at the end will be used to determine your
score.
BEN Deposits Security is based on:
2-digit school/center
4-digit organization
6-digit fund
9-digit social security number
26-digit BEN account number
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits06_self_test1.asp [10/13/2005 5:08:07 PM]
BEN Deposits (Domestic Cash)
7
Depositing Guidelines
Depositing Guidelines - Cash
Individuals depositing cash are required to wait for a receipt from the
cashier at the time of deposit.
Foreign currency is NOT accepted by the Cashier's Office. The foreign
cash must be converted to U.S. dollars in order to be deposited. Please
contact the Cashier's Office for further details.
Bulk coin is accepted by the Cashier's Office.
Bulk coin is not counted at the Cashier's Office, but is sent to the
University's commercial bank to be counted and processed.
The Cashier's Office will process the deposit according to the deposit
total, but the University's commercial bank may make adjustments
based on the final coin count.
If an adjustment is made by the bank based on the actual bulk coin
count, the depositor will be notified of this change by the Cashier's
Office via a Deposit Adjustment Notice Receipt e-mail.
Note: Money orders are not considered cash. (Refer to slide regarding
deposits of domestic checks and money orders)
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits07.asp [10/13/2005 5:08:07 PM]
BEN Deposits (Domestic Checks)
8
Depositing Guidelines
Depositing Guidelines - Domestic Checks & Money Orders
Checks & Money Orders must be made payable to "The Trustees of the
University of Pennsylvania". However, the University receives and
deposits checks made payable under a number of variations of its name,
including: University of Pennsylvania, University of PA, University of Penn,
etc.
No more than 100 checks/money orders per deposit will be accepted.
All checks/money orders must be properly endorsed with an endorsement
stamp approved by the Treasurer's Office. If you need to order an
endorsement stamp, contact the Cashier's Office.
If there is a discrepancy between the numeric amount written in the box
versus the legal, written-out amount of the check, the Cashier's Office will
record the legal amount of the check.
The Cashier's Office does not accept post-dated checks.
Schools/Centers are required to retain copies of deposited checks/money
orders for seven years.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits08.asp [10/13/2005 5:08:08 PM]
BEN Deposits (Foreign Checks)
9
Depositing Guidelines
Depositing Guidelines - Foreign Checks
The University accepts international checks that are drawn on foreign
banks, whether they are issued in foreign currency or United States
currency.
Each foreign check must be deposited separately and must be the only
item on the deposit.
Because the University incurs a significant processing fee for each
international check processed, all foreign checks are required to be the
equivalent of one hundred U.S. dollars or greater.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits09.asp [10/13/2005 5:08:08 PM]
BEN Deposits (Bank Fees)
10
Bank Fees
Bank fees will be charged back to the school/center deposit account using
object code 5324 (Bank Fees). These fees include:
Returned check fees
International check processing fees
The only exception to the above rule is if the deposit was refunding money
to a sponsored research project. In that case, the bank fees will be
charged back to the department's general unrestricted fund (fund 000000).
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits10.asp [10/13/2005 5:08:08 PM]
BEN Deposits Self-Test 2
11
Test Your Knowledge!
The results of this and other "Test Your Knowledge!" questions interspersed through the
tutorial are NOT being recorded. Only the quiz at the end will be used to determine your
score.
How many domestic checks may be submitted on a single deposit?
10
1
Unlimited
100
Any number, so long as the total is less than $10,000
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits11_self_test2.asp [10/13/2005 5:08:08 PM]
BEN Deposits (Reimbursements)
12
Direct Reimbursements
Money that is a direct reimbursement for a University expenditure should
be deposited into the same account (i.e., exact same 26-digit account
number) that was originally charged, and should include the word "refund"
or "reimbursement" in the description. Direct reimbursement examples
include:
A traveler who received a travel advance which exceeded the amount
of his/her trip expenses, and is returning money to the University.
A rebate check, or a refund check from a supplier for goods that were
returned.
Money reimbursing the University for photocopying expenditures
Money reimbursing the University for personal telephone calls or faxes
made from University phones.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits12.asp [10/13/2005 5:08:09 PM]
BEN Deposits (Sponsored Research)
13
Sponsored Research Projects
All checks from government agencies or private foundations that support
sponsored research must be fowarded to the Office of Research Services
(ORS). Funds awarded for sponsored research projects may NOT be
deposited using BEN Deposits.
Only direct reimbursements for grant expenditures may be deposited to a
grant.
In such cases, the deposit must be credited to the same object code
the original transaction was charged to.
Under no circumstances may deposits be credited to a revenue (4xxx)
object code.
All sponsored program revenue is credited to the 46XX series of
object codes by ORS.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits13.asp [10/13/2005 5:08:09 PM]
BEN Deposits (Cash Gifts)
14
Cash Gifts
Depositing Guidelines - Cash Gifts
Cash gifts to the University must be deposited using object code 1149
(Cash Suspense).
Deposit to: CNAC-ORG-BC-FUND-1149-PROG-CREF
A gift transmittal form must be completed, notifying Central Gifts
Accounting & Administration (CGA&A) so they can clear the items
deposited to object code 1149 (Cash Suspense). The deposit receipt
should be attached to the gift transmittal form, which should be forwarded
to CGA&A.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits14.asp [10/13/2005 5:08:09 PM]
BEN Deposits (Check Gifts)
15
Check Gifts
Depositing Guidelines - Check Gifts
A check given as a gift to the University must be processed on a Gift
Transmittal Form. Gift checks cannot be processed through BEN
Deposits.
A dual-purpose check - one that combines gift funds with other purposes
(e.g., ticket sales, membership fees, or other direct benefits) - should be
deposited using BEN Deposits, but a Gift Transmittal Form must be
submitted to Central Gifts Processing for the portion of the check that is a
gift. The check must be deposited as follows:
Gift portion: CNAC-ORG-BC-FUND-1149-PROG-CREF
Benefit portion: CNAC-ORG-BC-FUND-4xxx-PROG-CREF
Proceed checks from a gift of stock must be forwarded to Trust
Administration, 427 Franklin Building.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits15.asp [10/13/2005 5:08:09 PM]
BEN Deposits (Petty Cash)
16
Petty Cash Funds
To reduce the amount of a petty cash fund, or to close the fund altogether,
a deposit must be processed.
All receipts for the petty cash fund must be reimbursed using the
Request for Reimbursement of Petty Cash Fund form
Object code 1140 should be used when submitting the deposit
A copy of the deposit receipt should be forwarded to the Treasurer's
Office (737 Franklin Building) along with the Custodian Responsibility
Form requesting that the fund be closed.
Additional information regarding Petty Cash funds and policies can be
found on the Financial Training Department's BEN Teaches page
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits16.asp [10/13/2005 5:08:10 PM]
BEN Deposits (Access Requirements)
17
Requirements to Access BEN Deposits
Have a valid PennCard and PennKey
Verify that your information is correct in the University's on-line directory
Complete and submit a BEN Deposits Access Request Form
Complete BEN Deposits Knowledge Building and pass quiz
Complete web training or attend demonstration/lecture training
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits17.asp [10/13/2005 5:08:10 PM]
BEN Deposits End Page
Conclusion
You have completed the slide presentation for BEN Deposits.
Copyright © 2002-2006 University of Pennsylvania All Rights Reserved.
http://www.finance.upenn.edu:81/ftd/weblearn/BEN_Deposits/deposits18_end.asp [10/13/2005 5:08:10 PM]
Adobe Reader - Download
Skip main navigation
SearchContact Us
Security update for Adobe
Reader
Download the latest
update to improve
security on your version
of Adobe Reader.
Adobe Reader updates
Get the latest updates available for your version of Adobe® Reader®.
Distribute Adobe Reader
Find out how to distribute Adobe Reader software on an intranet, CD, or other media, or place an
"Includes Adobe Reader" logo on your printed material.
More info
Adobe Reader
Adobe Reader for Symbian OS™
Adobe Reader for Pocket PC
http://www.adobe.com/products/acrobat/readstep2.html (1 of 3) [10/13/2005 5:11:36 PM]
Adobe Reader - Download
Adobe Reader for Palm OS®
What is Adobe PDF?
Adobe Reader
Download Adobe Reader
Step 1 of 2
Select your version of Windows:
Choose a different version
Step 2 of 2
Adobe Reader for
Windows ,
English Latest version
System requirements
By downloading software from the Adobe web site, you agree to the terms of
our license agreements, including that you agree not to use Adobe Reader
software with any other software, plug-in or enhancement which uses or relies
on Adobe Reader when converting or transforming PDF files into other file
formats.
Adobe Reader license agreement
Adobe Photoshop Starter Edition license agreement
http://www.adobe.com/products/acrobat/readstep2.html (2 of 3) [10/13/2005 5:11:36 PM]
Adobe Reader - Download
Copyright © 2005 Adobe Systems Incorporated. All rights reserved.
●
Terms of Use
●
Online Privacy Policy
●
Accessibility
●
Preventing software piracy
●
Permissions and trademarks
●
Product license agreements
http://www.adobe.com/products/acrobat/readstep2.html (3 of 3) [10/13/2005 5:11:36 PM]