Cash Management
CALS has a US Bank check scanner and deposits checks regularly. For instructions on how to submit checks for deposit, see these instructions.
- Outgoing Wires
- Incoming Wires
- Plastic Bank Bags
- Check Deposit Form
- Cash-Only Deposit Form (Remember: Cash deposits should be routed to CALS Business Services)
Cost Transfers (Payroll Accounting Adjustments, Accounting Adjustments, Accounting Journals)
All cost transfers need to be initiated and approved in Workday. Salary cost transfers are now called Payroll Accounting Adjustments, and non-salary cost transfers are either Accounting Adjustments or Accounting Journals. Please use this tool to help you determine how to process a non-salary cost transfer.
All cost transfers require a detailed explanation that outlines why the transfer is being done and why the expense(s) are allowable on the new funding. This explanation can either be attached to the transaction as a pdf or added to the comments section.
All transfers involving 133, 142, and 144 funds require backup documentation. Scan the paperwork and attach the files.
See the policy for cost transfers here.
For details regarding different journal types and a list of helpful job aids, please visit the Workday Financial Accounting and Pre-Workday Historical Reporting page.
Please note that pre-Workday salary cost transfers have a specific process that requires pulling information from WISER and completing an EIB template. Instructions can be found here; the EIB form, pre-Workday payroll adjustment memo, copy of the original transaction in excel from WISER, and either the under or over 90 day questionnaire (for grants) should all be emailed to your divisional accountant, who will review everything before forwarding to Accounting Services.
Meeting Expenses
Salary Default Funding: PG000019503 (formerly 233-AAH5592), PG000023969 (formerly 128-PRDFLT)
When payroll fails to post to its intended funding source, the charges are applied to a CALS level payroll or to a campus level default fund. Campus does not stop the payroll process to fix funding errors. Instead, the salary is charged to one of these two driver worktags. Workday should be used to reconcile salary postings.
It is an expectation that departments will review PG000019503 monthly for wayward salary (credits as well) and create their own Payroll Accounting Adjustments. To ensure PG000019503 always has a zero actual column, Dave Stange, of CALS Business Services, will contact departments if a salary posting appears motionless.
Lastly, it is important to note that even though these are default funding strings, they do pull into the non-sponsored section of the effort reporting tool (ECRT). So in other words, salary paid on these projects could affect effort reporting, and, depending on when the cost transfer is processed, affect two effort cards.
Service Payments to Non-U.S. Residents
Please contact your CALS Payroll/HR contact.
- CALS HR Process
- Campus Visa Information
- Tax Treaties
- Form W-8BEN
- Form 8233
- Form W-7
- Important: Check visa status when completing forms. Visa requirements determine for what a non-resident can be paid or reimbursed.
Supplier Invoices (formerly DPs & PIRs)
- Travel Expenses for External Committee Members (formerly non-employees)
- How to create a supplier invoice
- Form W-9