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CT for Cash or Checks
For CT for Credit Cards, please see Credit and Debit Card Acceptance.
When UW Tacoma departments receive payments by cash or check, these payments need to be sent to the Cashier's Office, along with a completed Cash Transmittal Form (CT), within 24 hours of receipt*. The deposit items should be paper-clipped, in the order that they are listed on the form. Be sure to sign the CT. Place the CT and the check(s) in a sealed envelope addressed to campus box 358433.
Checks can be sent through campus mail or placed in the Dougan drop box located across from DOU 176. Cash cannot be sent through campus mail. It can be placed in the drop box, or call 253-692-4669 to set up a time for pickup.
After the payment is processed, a copy of the receipt will be emailed to you. Check the receipt for accuracy and email uwtcash@uw.edu immediately if you find an error.
Payments will post a few business days after the transaction date noted on the receipt. However, we are experiencing delays with Workday. We are working on a solution and the issue should be resolved soon.
It is the submitting department's responsibility to confirm that the transaction uploaded correctly. Report missing or erroneous deposits to uwtcash@uw.edu.
Cash Transmittal (CT) Form
This form is designed to directly deposit allocated funds into department cost centers and worktags. Please fill out the relevant information and send to Payment Services at Campus Box 358433.
Checks can be sent through campus mail or placed in the Dougan drop box located across from DOU 176. Cash cannot be sent through campus mail. It can be placed in the drop box, or call 253-692-4669 to set up a time for pickup.
Include the completed form, with the accompanying checks and documentation, paper clipped to the form. Once processed, the receipt will be emailed to you.
Instructions
| Date | Date the form is prepared. |
| Cost Center | Indicate the cost center mapping for where you want the payment to post. |
| Title | Indicate the complete title. |
| Worktag Mapping | Program Code (PG), Resource (RS), Revenue or Spend Code (RC or SC).If this is blank the worktags will default to those associate with the cost center resource drivers. If you would like it posted to elsewhere, then it must be noted. Note that deposits using spend categories are limited to true expense reimbursements only. |
| Amount | Indicate the amount of the deposit, minus the sales tax. If sales tax is included in the payment, it should be recorded at the bottom of the "Amount" column in the "Sales Tax" field. The total amount shown on the cash transmittal must equal the total amount of the check and currency to be deposited. |
| Invoice Number |
This is only for invoices that are NOT entered in Workday. If this payment is associated with a Workday invoice, checks must be sent to the Bank of America Lock BOX: University of Washington P.O. Box 744675 Los Angeles, CA 90074-4675 |
| Name of Customer/Student | Indicate full or abbreviated personal or organizational name. Information in this field will be reflected on the BAR. If payment is for a student, please provide the student number as well. Note: The payer is often different from the customer. For our purposes, we need the customer name. If the payer name is important to the transaction, that information will be collected and entered onto the receipt in the "Paid By" field. |
| Check Number/Check Date | This entry is not reflected on the bar. Multiple checks may be entered as single line entry to the budget, a separate list containing each check amount should accompany your copy of the cash transmittal form kept in your office for auditing and reference purposes later. |
| Departmental Authorization | Name of the departmental depositor in order to attest to the accuracy of the information. |
| Indicate the contact email for the transmitting department. Or for the person responsible for reconciliation. | |
| Transmitting Department | Indicate the department preparing the cash transmittal. |
| Phone No. | Indicate the phone number of the authorized depositor in the transmitting department. |
| Comments | This field is for department information concerning the deposit. Also note the legacy budget number if you know it. |
In most cases, transactions are entered individually by customer. If you have multiple payers, and don't need the receipt broken down by individual, then just list customer as "multiple" and the deposit will be batched. In these cases, if the department is maintaining a list of payors, a copy of this list should be included as documentation.
Print the form and submit to the Payment Services Office. Once processed a receipt will be emailed to you.
The department is responsible for retaining all supporting documentation for the transaction. This will aid your budget reconciliation process. The receipt will contain a “CT #” (Example: CA5701).
