• Some third-parties may require an ACH or EFT authorization form to be completed.  Requests for University banking information must be submitted via the workflow ACH Authorization Form. The form may also be accessed through Self Service -> Business & Financial Systems -> Financial Systems & Forms.
  • Please complete the form(s) as much as possible, including department contact information, before attaching to the workflow form.
  • Treasury Operations will enter bank account information and obtain an authorized bank signature if required.
  • The workflow path includes Departmental Administrator approval and review by General Counsel. The form initiator can view the progress of their submitted form via Workflow.
  • Once the workflow form completes the routing path, you will receive a notification email and may download the completed & signed form from workflow.
• If no form is required by the sender, please contact treasury-achwires@uiowa.edu to request the proper bank information.
• For electronic payment from non-U.S. payers, please see International Receipts.
• Instruct the third-party initiating the electronic payment to include identifying information in the remittance fields:
  • The name of the recipient and/or recipient department
  • Purpose of the payment
  • Invoice number (if applicable)
• Instruct third-party to use the CTX or CCD+ ACH Standard Entry Class (SEC) code when initiating the payment to allow for additional remittance information
• After receiving payment confirmation from the third-party, the receiving department should complete the payment notification form in SMART.

Details regarding the electronic payments process and how Treasury Operations posts these payments to the GL. Also, directions on how to initiate a payment research request with Treasury Operations.

View additional information regarding Incoming ACH and Wire Payments

In the event the University receives an electronic payment for which the recipient cannot be determined, Treasury Operations will post the unidentified receipt to a central holding account. Departments expecting an electronic payment should check the central holding account's Monthly Account Statement (MAS) in the EFR portal in Self Service if the payment does not appear in their expected departmental account WhoKey.

Payment Details

To obtain additional payment details on electronic payments, locate the transaction on the MAS and click on the Journal ID for the transaction in question.

Claiming Payments from the Holding Account

When a receiving department identifies money in the holding account:

For funds that are NOT related to an externally sponsored project (not tracked in a fund 500/510):

Current Fiscal Year

• Complete a WebCV.  On the departmental side of the entry, use a description that identifies the transaction and a revenue Institutional Account (Iact) as determined by your departmental guidelines.

Prior Fiscal Year

• Complete the entry using the General Ledger Journal Entry (GLJE) application in Self Service. For the holding account side of the entry, use the original transaction description and Iact found in the MAS. On the departmental side of the entry, use a description that identifies the transaction and a revenue Iact as determined by your departmental guidelines.

For funds that ARE related to an externally sponsored project (tracked in a fund 500/510):

• Grant Accounting must create the journal entry. Contact Grant Accounting (gao-payment-remit@uiowa.edu) for assistance.

Treasury Operations will maintain a list of unidentified receipts, and the list will be distributed on a quarterly basis to Department Administrators and Business Officers, who are then responsible for identifying monies belonging to their Department.

Before the end of the current fiscal year, Treasury Operations will review the list of outstanding payments. Unless restricted, payments received in the prior fiscal year will be transferred to a central account.

Contact Information:

• Contact Treasury Operations at treasury-achwires@uiowa.edu to assist with finding the holding account entry to move to your departmental account.
• Contact your departmental financial person to assist with questions on how to post the entry through WebCV or GLJE.
• Access to both the WebCV and GLJE applications is granted through Workflow-based request forms that are available on the Accounting & Financial Reporting website under the Financial Systems & Applications menu.