All of The University of Texas at San Antonio (UTSA) departments that are accustomed to acquire banknote acquittal for casework charge attach to this guideline. Administration Managers are amenable for ensuring their afflicted advisers admission training and chase these procedures.
NOTE: Beneath this guideline, banknote is authentic as currency, checks and acclaim cards unless contrarily specified.
See UTSA Financial Management Operational Guideline (FMOG) – Banknote Administration and Management for advice on requesting allotment to acquire payments on annual of UTSA and accompanying authoritative requirements.
Authority is provided by the University of Texas Arrangement Policy UTS166 – Banknote Management and Banknote Administration Policy.
All deposits charge be delivered in actuality to one of the beneath listed accustomed locations, accompanied by a completed and active Drop Transmittal form. Campus mail is NOT an accustomed adjustment of delivery, due to abeyant accident or confiscation of funds.
Main Campus Fiscal Services, John Peace Library (JPL 1.03.06)Downtown Campus Fiscal Services, Frio Street Bldg (FS 1.508)Institute of Texan Cultures ITC Business Operations, (ITC 3.04.20)
Each administration charge accommodate able alive amplitude for anniversary banknote abettor in adjustment to advance ascendancy of the banknote administration action and acquiesce amplitude to acquire payments. All banknote administration areas should accommodate for aegis and break amid banknote handlers and customers. Able and defended areas should additionally be appointed for acclimation operations.
UTSA is absolved from advantageous State of Texas sales tax on purchased items; however, it is not absolved from acting as a tax-collecting entity. Departments charge aggregate sales tax aback affairs taxable items, unless affidavit of tax absolution is obtained. The administration charge aggregate and affidavit the sales tax on the Drop Transmittal Anatomy application Annual ID 20218.
NOTE: The sales tax charge be adumbrated alone from the sales bulk on the Drop Transmittal Form.
A tax charge be calm on all banknote sales involving tangible, claimed property, authentic as claimed property, that can be seen, weighed, measured, acquainted or affected or that is credible to the senses in any added manner, including computer programs.
NOTE: Some services, such as abstracts processing and advice casework are additionally taxable.
For added advice on taxable and nontaxable sales, departments may acquaintance the Appointment of Financial Casework and University Bursar.
Some barter authorize for absolution because of how the purchased item(s) will be acclimated or because of the attributes of the purchaser’s organization.
The client charge prove their absolution status. An absolution affidavit charge appearance the purchaser’s name and address; a description of the item; the acumen the acquirement is exempt; the signature of the client and date; and the name and abode of the seller.
Departments charge admission an absolution affidavit from the client at the time the transaction is processed. This affidavit should be kept in your annal as affirmation of a tax-exempt sale.
NOTE: If you can analyze the business as a authoritative article or a not-for-profit organization, an official acquirement adjustment including the aloft advice can serve as a tax-exempt certificate.
The sales tax bulk depends on the concrete breadth — by canton — of the sale. UTSA charge abode the sales tax to the Texas State Comptroller.
NOTE: The accustomed tax bulk for Bexar County/San Antonio is 8.25%.
See the Texas Comptroller Bounded Sales and Use Tax website for a annual of bounded burghal and canton sales tax rates.
NOTE: If an annual is delivered alfresco your canton and surrounding areas application a UTSA endemic and/or operated vehicle, a altered tax bulk may apply.
Tax charge be affected on the bulk of taxable sales. The sales tax bulk is the absolute bulk of taxable sales assorted by the tax rate.
EXAMPLE: Taxable sales in Bexar County/San Antonio for $150.00 times the tax bulk of .0825 = $12.38 sales tax.
Cash and assets cannot be larboard apart or unattended. All assets charge be physically able in safes, apprenticed banknote drawers, apprenticed metal boxes or apprenticed drawers at all times, including aback retained in a administration overnight.
It is the specific albatross of authoritative akin cadre to analysis banknote administration abstracts that are able by cadre advertisement to them. Anything that appears ambiguous should be advised carefully.
Any drop or aggregate of deposits that accommodate added than $5,000 in banknote (defined as bill and bill for this section) charge be anchored in alter axiomatic accoutrements and charge acquire a UTSA Badge escort aback the banknote is transported to Fiscal Services.
For banknote deposits of beneath than $5,000, a badge escort may still be requested or the authoritative administrator or added agent may accompany the courier, at the acumen of the department.
NOTE: Acquaintance Fiscal Casework for advice on recommended alter axiomatic bags.
To abstain abeyant theft, transfers of banknote deposits aural UTSA should not accommodate to any set agenda and advice apropos the alteration should be apprenticed alone to banknote administration advisers who acquire abounding UTSA Banknote Administration training. UTSA Badge should be contacted in the accident of apprehensive action or if appropriate risks are involved.
Any alteration of banknote deposits fabricated off-campus may alone be fabricated by apprenticed armored carriage or UTSA Police. Armored carriage cadre are appropriate to accommodate able identification afore anniversary carriage and will accommodate active receipts for all items accepted.
PCI Aegis Standards Council Abstracts Aegis Standards crave that media (documentation absolute acclaim agenda numbers) alone be transported by anchored bagman or added adjustment that can be accurately tracked.
NOTE: This claim is alone applicative for departments alteration media absolute added than the aftermost four digits of the acclaim agenda number.
As appropriate by law, all affected bill charge be confiscated and absolute anon by the banknote handler.
If a affected bill is credible afterwards it is accustomed for payment, it charge be absolute by the banknote handler. A Affected Note Abode charge be filed with the Secret Service aural one business day. A complete description of the affected bill presenter charge be fabricated by the banknote abettor anon afterward the acquittal in accordance with Secret Service procedures.
NOTE: Affidavit affected bill as a curtailment (debit) application Annual ID 44452 on the Drop Transmittal Form.
Combinations or keys for banknote receptacles charge be maintained alone by appointed department/division custodians and supervisors. The safe allotment advice and aggregate charge be arise to and maintained by anniversary department/division supervisor. Combinations shall be arise beneath allowance to the department/division administrator and are accountable to audit.
These losses charge additionally be arise to the Appointment of Centralized Audit, Appointment of Financial Casework and University Bursar and University Badge afore the aing of business, followed by a accounting abode aural one business day.
Discarded circadian detail of acclaim agenda advice charge be shredded. Customer acclaim agenda numbers and cessation dates should alone be kept until the transaction is auspiciously completed again should be shredded.
The customer’s signature on the acclaim agenda cancellation may be maintained as per UTSA Assimilation Schedule. Acclaim agenda receipts are alone accustomed to affectation the aftermost four digits of the number. Acclaim agenda numbers submitted to Fiscal Casework for their processing will be disconnected aloft acknowledged achievement of the transactions.
Credit agenda advice stored on bounded adamantine drives charge be appropriately anchored and appropriately disposed of in accordance with the official University Annal Assimilation Schedule. No added than the aftermost four digits of a acclaim agenda cardinal should be maintained. If any arcane acclaim agenda advice is briefly stored on a bounded adamantine drive, the computer charge be apprenticed down. Adamantine drives charge be wiped apple-pie afore disposal.
Under no affairs should acclaim agenda numbers be transmitted via any cyberbanking architecture afterwards our cancellation from a cardholder.
Departments are amenable for aegis of their committed acclaim agenda terminals and charge ensure they are operated and stored in a defended environment. Criminals are actively targeting accessible merchant terminals to abduct acclaim agenda abstracts for artifice purposes. Departments must, at a minimum, clue and commonly audit their committed acclaim agenda terminals, ensuring that crooked bodies cannot admission these machines — both during business hours and aback the university is closed. If your committed acclaim agenda terminal is missing/stolen or if you doubtable it has been tampered with, acquaintance the Director of Financial Casework and the University Bursar immediately.
NOTE: Bill cannot be accustomed by mail.
NOTE: Checks should not be accustomed from individuals with a history of autograph checks that acquire been alternate contributed due to non-sufficient funds, bankrupt account, etc. Departments may appearance a student’s analysis autograph history in Banner via Holding Advice Anatomy (SOAHOLD).
NOTE: The administration name may be included in accession to the above, but cannot arise as the sole payee.
NOTE: Do not archetype checks. If your centralized administration action requires analysis photocopies for assimilation purposes, the absolute annual cardinal and acquisition cardinal (printed on the basal of the check) charge be removed.
NOTE:If a administration elects to absorb these abstracts on file, they charge physically aish the absolute acclaim agenda cardinal and cessation date. An adequate adjustment for removing a acclaim agenda cardinal and cessation date is disturbing or acid out the breadth that contains this information. It is not adequate to use a marker, alteration aqueous or alteration band to burrow acclaim agenda numbers or cessation dates. Acute affidavit abstracts should be deleted or rendered absurd aloft achievement of the allotment process.
NOTE: Collection of acclaim agenda advice via e-mail is anxiously banned per PCI acquiescence regulations. Departments utilizing internally developed forms to aggregate acute acclaim agenda advice charge ensure that an e-mail abode is not included on their form. If an e-mail abode charge be included for a accustomed business reason, the administration charge abode a arresting annual on the anatomy advertence that UTSA does not acquire acclaim agenda acquittal advice via e-mail, so as to abash the unsolicited use of this acquittal method.
Each department/division charge almanac the cancellation of cash, checks or acclaim agenda payments application a banknote register, pre-numbered cancellation (or tickets) or at minimum, announcement to a log book.
NOTE: If a UTSA apprentice is the issuer, you charge almanac their Banner ID on the log book and Drop Transmittal Form.
NOTE: Departments may almanac analysis payments in the UTSA Analysis Annals (in lieu of a log book).
Deposits charge be absolute by two altered department/division advisers above-mentioned to actuality deposited at the Fiscal Casework Office. Verification charge be recorded on the Drop Transmittal Anatomy with the aboriginal signature of the preparer and a countersignature of the preparer’s actual supervisor. For added advice on how to complete this form, see the Drop Transmittal Form.
All acclaim agenda payments accustomed charge be deposited at the Fiscal Casework Appointment aural one business day that acclaim agenda affairs are candy application a Drop Transmittal Form.
NOTE: If your administration processes acclaim agenda payments online with a 3rd affair bell-ringer or a committed acclaim agenda machine, see Acclaim Agenda Adjustment for added information.
All overages (credits) and shortages (debits) charge be recorded on the Drop Transmittal Anatomy application Annual ID 44452.
Shortages and overages of $50.00 or added in banknote receipts charge be arise anon to the Appointment of Financial Casework and University Bursar.
NOTE: If losses absorb accessible or doubtable annexation or burglary, see Annexation or Accident for added information.
All departments charge analysis sub-ledgers on a account base to assure that income/receipts acquire been acquaint properly.
If applicable, departments charge accommodate acclaim agenda assets — on the Account Financial Abode to centralized records. Timing issues amid months may account some payments to be recorded in the ages afterward their submission.
Accustomed authoritative trends in banknote cancellation levels should be monitored. If, after an credible reason, the akin of banknote receipts arise drops beneath the accustomed accepted akin for a aeon of time, the annal should be anxiously reviewed. Assistance from the Appointment of Centralized Analysis should be requested if needed.
Dedicated acclaim agenda machines and online processing methods only
Departments with a committed acclaim agenda apparatus charge achieve batches circadian with a printed adjustment abode which lists absolute calm balances for anniversary agenda type. This adjustment abode charge be absorbed to the Drop Transmittal form, forth with copies of alone acclaim agenda slips, and submitted to Fiscal Casework circadian in adjustment for the administration to be accustomed for the payments.
Departments application the online acquittal processing adjustment charge additionally achieve batches circadian and should abide a agnate abode in abode of the committed apparatus acclaim agenda block and adjustment report.
Failure to do so will adjournment the announcement of authoritative acquirement and will account your administration to be advised out of compliance.
Departments application the UTSA Marketplace advantage will acquire their batches acclimatized automatically anniversary night, so there is no charge for chiral adjustment or acquiescence of a Drop Transmittal to Fiscal Services. Acquirement letters are accessible aural UTSA Marketplace that should be acclimated for adaptation of the auto-posted acquirement journals in PeopleSoft.
See FMOG – Banknote Administration and Management for definitions.
See FMOG – Banknote Administration and Management for a annual of accompanying forms.
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