Processing Returned Checks and Debit/Credit Memos:
State Treasury Bank Account
P U RP O S E
Use this procedure to insure that all
returned checks and debit/credit
memos processed against the State
Treasury bank account are recorded
in Oracle accurately and in a timely
manner (within 48 hours of receipt of
same).
TRIGGER
Perform this procedure upon
notification of a debit/credit
memo processed against the
State Treasury bank account.
Debit/credit memos should be
processed within 48 hours of
receipt.
A S S I S T AN C E
If you need assistance, please
report your issue to the Self
Service Help Desk:
 http://it.wvu.edu/support/serv
ice-desk/selfservice
PROCEDURE
Accounts Receivable Forms
1. Obtain the following document:
Field Name
Departmental Revenue Debit/Credit
Memo Detail Report Form
Description
Download the form from the Revenue Services forms page:
http://financialservices.wvu.edu/revenue_services/revenue
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----MAP: AR Processing Returned Checks and Debit/Credit Memos – State Treasury Bank Account----
Bank Procedure
2. The bank will process the returned check or debit/credit memo transaction using their agency location number
on the endorsement stamp. They will send the debit/credit memo and original check (if applicable) to the
appropriate State Agency contact.
WVU Revenue Services
3. WVU Revenue Services will prepare a cover memo to be enclosed to the appropriate EBO, which will be
identified by the endorsement stamp information on the back of the check. The memo will request a
Miscellaneous Receipt for the returned check or debit/credit memo transaction.
4. Make a copy of:
a. the returned check (if applicable),
b. the debit/credit memo,
c. and the cover memo.
5. The copied documents from step 4 will be retained in a ‘suspend file’ by WVU Revenue Services.
6. Send a copy of the debit/credit memo and original check with the cover memo to the EBO.
Expert Business Office
7. To record the debit/credit memo in MAP, the EBO will prepare a Miscellaneous Receipt form (see separate
instructions for How to Prepare a Miscellaneous Receipt to Record Revenue/Expenditure Reductions).
For Debit memos and Returned Checks, record the Amount and Total Receipt Amount as
a negative value on the Misc. Receipt form.
8. Prepare the Departmental Revenue Debit/Credit Memo Detail Report as follows:
Field Name
Check One
Miscellaneous Receipt #
Department Name
Deposit Loc #
Bank Date
Advice #
Amount
Grand Total
Total Receipt Amount
Description
Check mark the box next to Debit Memos/Returned Checks.
Enter the Misc. Receipt number prepared to record the debit memo in
MAP Account Receivable.
Enter your department name.
Enter the deposit location number, which is the first 5 digits of your
State Treasury T-O Deposit Ticket number.
For each debit memo, enter the bank date of the debit memo.
For each debit memo, enter the advice number. This number should
be circled on your debit memo advice. If you are unsure of the advice
number, contact WVU Revenue Services.
For each debit memo, enter the amount of the debit memo.
Enter the grand total of the debit memos.
Enter the total of the Miscellaneous Receipts.
The Grand Total of debit memos and the Total Receipt Amount must
be equal.
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----MAP: AR Processing Returned Checks and Debit/Credit Memos – State Treasury Bank Account----
Preparer
Signature/Phone/Date
Supervisor/Phone/Date
The preparer must sign the form. Enter your phone number and date
the form.
If required by the EBO, the supervisor must sign, enter their phone
number, and date the form.
9. Send the original Miscellaneous Receipt and the Departmental Revenue Debit/Credit Memo Detail Report to:
WVU Revenue Services
PO Box 6001
Morgantown, WV26506-6001
a. Retain a copy of these documents for your file.
10. You have completed this task.
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