Credit Card Revenue Deposit Advice Form

This guide will cover:

• Information
• Locating and Downloading the Deposit Advice Form
• Filling Out the Deposit Advice Form
• Reviewing and Submitting the Form to Accounting
• Reporting

Information

Please ensure that you have pulled the Payment Report from Payments Insider before filing out the Deposit Advice Form. More information on pulling this report is located in the Generate Payment Report for Credit Card Deposit QRG and the Credit Card Deposits Business Process Guide.

Step One

Locating and Downloading the Deposit Advice Form

• The Deposit Advice Form is found on the Financial Affairs website under Forms and within the Accounting Office section.

• Click on the Deposit Advice Form to download and use.
• The file will open in protective view. In the yellow ribbon at the top of the excel workbook, click Enable Editing.

Step Two

Filling out the Deposit Advice Form

• Enter the Department related information:
  • Date Prepared:
  • Department Name:
  • Merchant Name:
  • Prepared By:
  • Email:

• Enter the deposits and account information from Friday through Thursday. The total of the deposit advice should match the total of the Payment Report from mypaymentsinsider.com.
  • Please include any chargebacks on your Credit Card Revenue Deposit Advice as a positive or negative amount, depending on the sign in the payment report.
  • The Accounting Office centrally reviews fees and posts those separately in WyoCloud. No action is required on your part for the fees to be posted. These should not be included on the Credit Card Revenue Deposit Advice. 

• Scroll down on the deposit advice form, and paste a screen shot of the batch details from mypaymentsinsider.com in the designated area.

Step Three

Reviewing and Submitting the Form to the Accounting Office

• To submit the weekly deposit advice to for deposit, please save it on the Financial Management Reports drive in the folder for your department and specific MID name.
  • On a window computer, select "Ctrl" and "R" which will open the run feature.
  • Paste this pathway: \\warehouse\shotgun$\Financial_Management_Reports\
    • Ivanti (Formerly Pulse Secure) is required to access this drive. For more information on downloading Ivanti Secure Access, please visit Ivanti Secure Installing and Configuring
    • You are able to pin this location to your quick access if desired!
• Please name each weekly deposit according to the following convention: CCmmddyydepartmentnamexxxx (CC=credit card; mmddyy=i.e., 061424 for 06/14/24; department name=i.e., USTORE; xxxx=the last four digits of the MID).
  • For example: CC061424USTORE1234.
• The UW Accounting Office will assign each UW Credit Card Merchant an abbreviated department name to use in the naming of the weekly deposits described above.
• Once the UW Accounting Office has posted the deposit in WyoCloud, they will move it to the "Posted" folder in each merchant's folder within the Financial Management Reports drive.

Step Four

Account Analysis Report

• The deposits can be found using the Account Analysis Report.
  • A department name will be assigned to each MID and will be communicated to you by the UW Accounting Office.
  • Credit card deposits can be identified in the Account Analysis by searching for CCmmddyydepartmentnamexxxx (CC=credit card; mmddyy=i.e., 061424 for 06/14/24; department name=i.e., USTORE; xxxx=the last four digits of the MID) in the line description of the report.
    • For example: CC061424USTORE1234
  • Please note, credit card deposits will no longer appear in TouchNet reports.