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The University of Toledo Cashiering Changes Treasurer DepartmentPatient Financial Services Jeffrey BowmanKim Govan Stephanie Blausey.

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Presentation on theme: "The University of Toledo Cashiering Changes Treasurer DepartmentPatient Financial Services Jeffrey BowmanKim Govan Stephanie Blausey."— Presentation transcript:

1 The University of Toledo Cashiering Changes Treasurer DepartmentPatient Financial Services Jeffrey BowmanKim Govan Stephanie Blausey

2 Cashiering Changes In order to meet the 5% budget reduction mandated by the Board the front office cashiering function (as well as several other changes across the University) is being eliminated. UT is joining a number of large public and private universities that have successfully implemented similar payment models, including Ohio State University, Iowa State University and the University of Cincinnati.

3 Current Main Campus Non-Student Parking Fines Walk-up Night Drop/Vault Mail Students Pay A/C Balance Parking Permits ID Replacement Parking Fines IPP Credit by Exam Portfolio Credit Walk-up Postal/lockbox Night Drop/Vault Faculty/Staff Parking Permits Walk-up Faculty/Staff/Students Check Cashing Walk-up Departments Cash, Checks & Credit Card Petty Cash Change Orders Walk-up Postal Night Drop/Vault Inter-office Police Pick-up Cashiering MC 3 Back office 2.5 Front office Application & Deposit Brinks Delivers $ to Huntington Bank LEGEND Walk-up: Face-to-face with cashier. Holds released immediately. Postal/lockbox: Mail to UT lockbox and applied to student A/C via nightly process in which holds are released. Night Drop/Vault: Credited to A/C by back office when processed throughout the day (holds released at that time). Inter-office: Credited when received and processed by back office. Police Pick-up: Will pick-up various departments and bring to Cashiers on a scheduled basis. $ $ $ $ $ $

4 Current Health Science Campus Non-Student Change Patient Payments Financial Counselors Walk-up Students Pay A/C Balance to Student Accounts Personnel Walk-up Postal/lockbox Faculty/Staff Change Walk-up UT Physicians (UTP) Fees collected Walk up Financial Counselors Departments Cash, Checks & Credit Card Change Orders Walk-up Cashiering HSC Depository Only – balances dept bag to receipt. Provides receipt & detail to Acctg. Runs credit card for collection billing Brinks Delivers $ to Huntington Bank UT Medical Center (UTMC) Fees collected Walk-up Financial Counselors Accounting HSC Inputs into ledger system $ $ $ $ $ $ LEGEND: Walk-up: Face-to face with cashier or Student Account personnel. Financial Counselors: Specialized personnel that interact directly with patients for payments. Postal: Mail to lockbox

5 Summary of Changes Front office cashiering function eliminated. – Check cashing - eliminated – No more walk-up student payments: On line using MyUT Portal In person using secure payment depositories located on the first floor of Mulford Library, (student and small departmental check payments only) UT Medical Center (departmental deposits only) and Rocket Hall Room 1790 (student payments and departmental payments) Postal – ID replacements & Parking Permits – Purchased directly from Campus Community Support Services using check or Rocket Card. – Departments responsible for preparing deposits using standardized procedures Stephanie Blausey is training Departments on HSC – If you have questions please contact Kim Govan is training personnel on all patient related procedures – if you have questions please contact her – Change Orders HSC – will be handled by the Credit Union---please call ahead for change orders (C.U # ) – Student Holds – No longer released immediately. Will be processed by back office throughout day depending on workload. No change to online or mail payment processing of holds. – Credit by Exam, Portfolio Credit & Replacement Diplomas – Payments to be made to Registrar Office via check.

6 CHANGES – Cont. – Installment Payment Plan – payments need to be made via the previously described methods. – Brinks Contract – One contract with one pick-up location at Main Campus: UT Police will be picking up deposits from Mulford Library depository, and depository currently located at Hospital Cashier Office. Department deposits need to be made by 12:00 noon to insure same day deposit. – Petty Cash – All petty cash accounts will be reviewed for appropriateness and usage. There are approximately 60 petty cash accounts with over $30k in balances. Departments/petty cash owners will be contacted. – Cashier Headcount : Main campus reduction of 2.5 FTE HSC 1 FTE redeployed


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