Incoming Payments

If checks are received, the department must submit a department deposit. Checks received by the department must be respectively endorsed at the time the evelope is opened or at the time the check is received. Checks should be deposited upon receipt and should not be held in the department for any reason. After the deposit is submitted online, the deposit must be physically dropped off the same or next business day. Please do not put multiple deposit submissions in the same evelope, but rather separate each deposit submission in it's own envelope.

Please Note: Checks should only be collected for one time/sporadic payments from a vendor or from a foreign vendor. All checks must be written to UND in USD.

Submit a Department Deposit - Check

1. Log into Campus Connection
2. Select "UND E-Forms" Tile
   •  Select "UND E-Forms" Tile
     • If you do not have the eForms tile you must request access.
3. Select "Associate VP Finance"
4. Select "Departmental Deposit"
5. Complete the Description field. Ex: "Receipt of funds for April rent on lease 12345."
   • Do not key, "deposit" into this field. This should be the description of what the deposit is for.
6. Select Deposit Type: Departmental Deposit
7. Select Department Number and Department Name
8. Key in your UND phone number
9. Enter the amount.  If the deposit should be split between multiple funding strings, use the + to insert additional rows. The total of these rows must equal the total of the deposit.
10. A cash short does not apply to checks; select no.
11. Key the total amount of the check(s) in the tender line, "checks."
12. If the deposit is associated with a gift, complete the Gift Deposit section of the form.  If completing this section, the chartfields on the deposit must be hitting 478005 or 478010.
13. Attach any backup for the deposit. If submitting multiple checks, a check listing must be attached. Do not submit a copy of the check as backup as this contains banking information.
14. Submit the form. You will receive an automated email that the form has been submitted. If you did not receive an email, the form was not submitted.
    • Make note of the form submission number as you will write this on the envelope for deposit to Treasury
15. Put the check(s) in an envelope and seal the envelope.
16. Write the deposit form submission number on the envelope
17. Use the designated outdoor drop-off at the UND Bronson Center to drop off the deposit.  The outdoor drop-off is located on the  building’s north wall in the first drive-through lane.  Envelopes must be no thicker than 1.25 inches to fit into the slot. Please ensure the envelope you use is clearly labeled and sealed before placing it in the dropbox.   Alternatively, deposits may be dropped off at Twamley room 107 in the locked dropbox.

There is a step-by-step guide available with screenshots of the process available upon request, please reach out to UND.Treasury@UND.edu.

Departments who have a physical credit card machine must follow PCI guidelines. Departments who currently accept credit cards should review the Credit Card Acceptance and Processing Policy. Departments who do not currently accept credit cards, but wish to, should contact UND Treasury.

If a physical credit card is processed, the department must batch the credit card machine and submit a department deposit the same or next business day. 

Deposits must be submitted by batch date and MID. Do not combine multiple batch dates or multiple MID numbers in a single deposit.

Submit a Department Deposit - Credit Card

1. Log into Campus Connection
2. Select "UND E-Forms" Tile
   •  Select "UND E-Forms" Tile
     • If you do not have the eForms tile you must request access.
3. Select "Associate VP Finance"
4. Select "Departmental Deposit"
5. Complete the Description field with the MID number  and batch date (both are listed on the settlement summary report)
6. Select Deposit Type: Departmental Deposit
7. Select Department Number and Department Name
8. Key in your UND phone number
9. Enter the amount.  If the deposit should be split between multiple funding strings, use the + to insert additional rows. The total of these rows must equal the total of the deposit.
10. A cash short does not apply to a credit card deposit; select no.
11. Key the amount in the credit card field under "Other Tender Information"
    • The amount shown on the credit card summary report attached to the departmental deposit must tie to the amount keyed in this field. 
12. Attach any backup for the deposit. At a minimum, the credit card summary report must be attached. 
    • Submit the form. You will receive an automated email that the form has been submitted. If you did not receive an email, the form was not submitted.

There is a step-by-step guide available with screenshots of the process available upon request, please reach out to UND.Treasury@UND.edu 

To ensure secure and accurate processing of ACH or Wire payments to the University of North Dakota, departments must coordinate with Treasury before sharing any banking information with vendors.Once a vendor is authorized to pay UND via ACH or wire, funds are deposited directly into UND’s bank account and recorded by Treasury.

Wire payments are recommended for receipt of payments from vendors outside of the US with a foreign bank account. There is typically a bank fee to the sender of the funds associated with a wire. Alternative receipt of payment of foreign funds from a vendor is a check written to UND in USD.

ACH stands for Automated Clearing House and it is the preferred way for a domestic vendor to make reoccuring payments to UND.

Setup Vendor Up to Pay via Wire/ACH

If a department will receive reoccurring payments from a vendor, the department may work with the vendor to set up ACH or wire payments. The vendor will request UND's banking information which the department must request from UND Treasury for each new vendor by completing the ACH and Wire setup form.

After the ACH and Wire Setup form has been completed by the department, UND Treasury will provide the department with the banking information. This information should not be provided to other vendors aside from the one requested.  We ask that departments be sure they understand who they are sending the banking information to at the vendor; it should be someone the department has a working relationship with to decrease the risk of sending to phishing attempts. 

It is important that the vendor understand they are not allowed to auto-debit from UND’s bank account.

Wire/ACH Expected

Once a vendor is authorized to pay UND via ACH or wire, funds are deposited directly into UND’s bank account and recorded by Treasury.

To inform UND Treasury of an incoming ACH or Wire please email UND.Treasury@und.edu and provide the following information:

• Payment amount
• Date expected
• Acct/fund/dept the funds should be deposited into

Any incoming payments, that Treasury has not been notified about, will be returned to the sender or will be automatically coded to the treasury central fund.

Please note:The department is responsible for backup and substantiation behind the charge associated with the deposit and receipt of funds, not UND Treasury.