How To: Claim Receipts in the Unidentified Receipts Database

Office of the Treasurer Populates Unidentified Receipts Database

— When needed upon receipt of a wire transfer or ACH payment —

Review electronic payment information to identify:

1. school or department being paid
2. a Stanford contact (Stanford person responsible for the transaction)
3. account information (Project, Fund/Award and Object Code for which the transfer should be booked)

If a receiving party cannot be identified, add the receipt to the Unidentified Receipts database

Stanford Employee Identifies Receipt and Submits a Claim

— Anytime. The database is updated on a daily basis —

Log in to Unidentified Receipts database:

1. Go to Unidentified Receipts Database
2. Enter your SUNet ID and Password
3. Click Proceed on the Instructions page
   
   
   Note:  Employee's reporting authority will be activated after signing the online Financial Confidentiality Agreement in STARS

Search for outstanding receipt

1. Enter a Statement Date From and To range and/or Amount From and To
2. Click Execute Search
   
   And/or
   
   
3. Click a column heading to sort unidentified receipts

Submit a claim for a receipt

1. Click Claim link next to the receipt identified
2. Enter Project Number
3. Enter Fund/Award Number
4. Enter Object Code
   
   
   Note:  Object codes must be in the 1, 2, or 4 series. See full Object Code Listing and Object Codes: 46XXX Revenue Definitions.
   
   
5. Click Save or Cancel
   
   
   Note:  Once a receipt has been claimed, the status will change to "In Process." An email notification will be sent to the claimant and the Award Owner.
   
   The revenue journal and fund transfer approval hierarchy in Authority Manager is used to identify an approver. Oracle Workflow starts looking for an approver for the specific Fund/Award (Level 1 below) and then continues to subsequent levels as needed until it finds an authorized approver.
   
   Level 1 – The specific Fund (corresponding to the Award)
   Level 2 – All Awards owned by a Principal Owner
   Level 3 – The Award Owning Organization
   Level 4 – The Parent Org of the Award Owning Organization
   
   For more information, see Oracle Authorized Approver Hierarchy.

Award Owner Approves or Rejects the Claim

— Upon receipt of an email notification —

Note:  The revenue journal and fund transfer approval hierarchy in Authority Manager is used to identify an approver. Oracle Workflow starts looking for an approver for the specific Fund/Award (Level 1 below) and then continues to subsequent levels as needed until it finds an authorized approver.

Level 1 – The specific Fund (corresponding to the Award)
Level 2 – All Awards owned by a Principal Owner
Level 3 – The Award Owning Organization
Level 4 – The Parent Org of the Award Owning Organization

For more information, see Oracle Authorized Approver Hierarchy.

Review claim details included in the email notification

Note:  Email subject "Action Required: Approval Required: Cash receipt approval for transaction number 12345678."

Open the Notification Detail.html link under the email Subject line

Click Approve button to approve the booking request or click Reject button to reject the request

Note:  If the Award Owner approves the claim, a transaction will automatically generate in Oracle Accounts Receivable and viewable on ReportMart3 reports the next business day. If the claim is rejected, the status of the receipt in the Unidentified Receipts database will change from "In Process" to available for "Claim."