Return Funds to the University

The following four scenarios describe circumstances for returning funds to the University.

Scenarios

If personal expenses are charged on the T&E Corporate card either intentionally or inadvertently, the card holder has 20 days from the trip end date for travel expenses or 20 days from the transaction date for business expenses to reimburse the University via a personal check crediting natural account #66425.

The personal check can either be deposited by the department using their Remote Deposit Capture (RDC) machine (if the department has one), bank mobile applications or directly with the bank at a Chase branch. If you are using the Bank of America CashPro Mobile application and need access, please open a Treasury General Request in Service Now and specify that you need assistance on remote deposits. The ticket will be assigned directly to the Treasury department via the Treasury Request Forms.


For additional policy information or if you are making a deposit directly at a Chase branch and need bank account information, create an incident in Service Now:

  • Select Finance for the type of incident.
  • Enter “SFS Accounting departmental bank deposit information” in the Short Description field. 

Note: When making check deposits, you must reimburse the University via a personal check crediting natural account #66425. For further information regarding chartstrings, please contact your department’s Finance team or Senior Financial Officer. If you have questions on the Finsys/cash Module, please contact SFS via Service Now.

Refer to the Making a Deposit Using Your RDC Scanner or CUIMC Departmental Cash and Check Deposits FAQ job aids for more details about making deposits.

If personal expenses are charged on the air rail central pay mechanism through Concur or World Travel University Business Travel Account either intentionally or inadvertently, the travel arranger has 20 days from the trip end date for travel expenses or 20 days from the transaction date for business expenses to reimburse the University via a personal check crediting natural account #66425.

The personal check can either be deposited by the department using their Remote Deposit Capture (RDC) machine (if the department has one), bank mobile applications or directly with the bank at a Chase branch. If you are using the Bank of America CashPro Mobile application and need access, please open a Treasury General Request in Service Now and specify that you need assistance on remote deposits. The ticket will be assigned directly to the Treasury department via the Treasury Request Forms. 


For additional policy information or if you are making a deposit directly at a Chase branch and need bank account information, create an incident in Service Now:

  • Select Finance for the type of incident.
  • Enter “SFS Accounting departmental bank deposit information” in the Short Description field. 

Note: When making check deposits, you must reimburse the University via a personal check crediting natural account #66425. For further information regarding chartstrings, please contact your department’s Finance team or Senior Financial Officer. If you have questions on the Finsys/cash Module, please contact SFS via Service Now.

Refer to the Making a Deposit Using Your RDC Scanner or CUIMC Departmental Cash and Check Deposits FAQ job aids for more details about making deposits.

The natural account departments use to make cash deposits for excess cash advances is 65399-Excess from Travel Advance. Departments reconcile the Advance in Concur and charge (debit) the excess to account 65399. Subsequently, departments make the cash deposit via FinSys/Cash module to credit the same natural account 65399. If the actual expenses are less than the advance, the traveler must reimburse the University for the unused advance via a personal check deposited to account 65399.

The personal check can either be deposited by the department using their Remote Deposit Capture (RDC) machine (if the department has one), bank mobile applications or directly with the bank at a Chase branch. If you are using the Bank of America CashPro Mobile application and need access, please open a Treasury General Request in Service Now and specify that you need assistance on remote deposits. The ticket will be assigned directly to the Treasury department via the Treasury Request Forms.


For additional policy information or if you are making a deposit directly at a Chase branch and need bank account information, create an incident in Service Now:

  • Select Finance for the type of incident.
  • Enter “SFS Accounting departmental bank deposit information” in the Short Description field. 

Note: When making check deposits, you must reimburse the University via a personal check crediting natural account 65399.  For further information regarding chartstrings, please contact your department’s Finance team or Senior Financial Officer. If you have questions on the Finsys/cash Module, please contact SFS via Service Now.

Refer to the Making a Deposit Using Your RDC Scanner or CUIMC Departmental Cash and Check Deposits FAQ job aids for more details about making deposits.

Reimburse the university via personal check crediting the natural account that was originally debited for the expense. If you owe a balance, you must reimburse the University with a check made payable to The Trustees of Columbia University within 20 days from the trip end date or 20 days from the transaction date for business expenses. A personal check can either be deposited by the department using their Remote Deposit Capture (RDC) machine (if the department has one), bank mobile applications, or directly with the bank at a Chase branch. 

If you are using the Bank of America CashPro Mobile application and need access, please open a Treasury General Request in Service Now and specify that you need assistance on remote deposits. The ticket will be assigned directly to the Treasury department via the Treasury Request Forms.


For additional policy information or if you are making a deposit directly at a Chase branch and need bank account information, create an incident in Service Now:

  • Select Finance for the type of incident.
  • Enter “SFS Accounting departmental bank deposit information” in the Short Description field. 

Note: When making check deposits, you must reimburse the University via a personal check crediting natural account #66425. For further information regarding chartstrings, please contact your department’s Finance team or Senior Financial Officer. If you have questions on the Finsys/cash Module, please contact SFS via Service Now.

Refer to the Making a Deposit Using Your RDC Scanner or CUIMC Departmental Cash and Check Deposits FAQ job aids for more details about making deposits.

For information on making payments to the University, view the relevant resources below:

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