• What’s Changing Slide Deck 

  • FAQs 

    • BASICS OF CENTRALIZED CASH APPLICATION TEAM SERVICES (CCATS)

      • What is the Centralized Cash Application and why is it important? A centralized cash model is an essential part of finance transformation, serving the larger, long-term goal of this University to establish a single source of trusted, timely and reliable financial information. Currently, in our cash-basis accounting framework, booking cash means units are recording revenue. Moving to accrual basis accounting enables units to continue recording revenue — unbound from when cash is received. A centralized cash model supports our Workday First approach: 

        • A central team utilizing this tool for fund-matching in tandem with Workday facilitates the most effective, strategic use of these tools.  

        • The Cash Management Application is the solution to reconcile how cash is received by the University with Workday requirements.  

        • The benefit of a central cash management team handling this process is that they will be able to better understand patterns in the way funds are received — enabling more responsive and timely fund matching.  

        • Centralized management of cash under Sponsored Programs Finance leverages the expertise of our current team.  

        • The Research and Cash Accounting team in Research and Compliance will take on this role as the Central Cash Application Team Services (CCATS).   

      • What departments will the Centralized Cash Application Team Services (CCATS) support? All Academy department with deposits to the University of Washington’s main concentration accounts.  

      • What happens to the staff who are supporting this work in the current state? How will they interact with the cash team in the future?  Staff will continue to work with the centralized cash team on invoicing in Workday, routing checks to lockboxes, etc., For any questions, please contact CCATS via email or use a UW Connect Intake Form.  

      • Are Workday invoices required for cash application? To better streamline and fulfill our finance transformation goals, invoices are a best practice to apply payments in Workday. 

    • ACH/WIRE PAYMENTS

      • How are ACH/Wire Payments received and processed? ACH/Wire payments received by the main Bank of America (BoA) consolidated account will be processed in the following order:  

        • First Notice Rules (FFRs): if a first notice rule has been written for the payment, it will be applied per the written rule.  

        • Cash Management Application (CMA): All remaining unapplied payments will be sent to via integration to side system Cash Management Application for suggested matching to Workday Invoices by CCATS.  

      • What about multiple Workday invoices paid by single ACH? Cash Management Application support suggested matching of ACH payments to multiple Workday Invoices. 

      • What about the wire transfers? How will they be matched? If a wire is expected, the UW Connect Form Cash Remittance (preferred) should be completed for the CCATS team to reference when applying the payment. If the invoice is in Workday, it will process via the Cash Management Application system by CCATS. 

    • CHECK PAYMENTS

      • Where should checks be routed? A new lockbox has been established with Bank of America. Best practice is to have the customer send checks for Workday Invoices directly to this lockbox. Please see CCATS website for additional lockbox details.

      • Are check payments for Workday invoices required to be sent to the lockbox? Yes, the purpose of the lockbox is to assist in the auto-application of payment to Workday invoices. Customers are also able to make payments by ACH/Wire.   

      • Is the lockbox accessed by campus mail and postal mail? Payments sent by the customers/sponsor and by unit will be sent by postal mail to the lockbox. 

      • What about multiple invoices paid on a check? The payor should include all the invoice numbers on the remittance information for the lockbox to process the payment.  

      • What if an invoice is sent to agency but another agency pays the invoice? The Workday Invoice number needs to be included on the payment by the payor. Please work with CCATS if you have any concerns.   

      • What about agencies that only include their PO number on the check? Or contract number? How will those be matched? This information can be sent using the UW Connect Form Cash Remittance (preferred) or CCATS via email. 

    • CREDIT CARD PAYMENTS

      • Can a Workday invoice be paid by credit card? Yes, however this is not the preferred method of payment. The department who created the Workday invoice will need to contact Office of Merchant Services to complete a One-Time credit card payment form which creates a link to send to the customer to pay on the web application.  

      • How will fees on credit cards be handled? A percentage will be charged, which is taken from the proceeds.  

    • CASH PAYMENTS

      • How do we process cash received by our department? This information can be sent using the UW Connect Form Cash Remittance (preferred) or CCATS via email.  

    • MISCELLANEOUS

      • How do we contact CCATS with additional information on expected payments? This information can be sent using the UW Connect Form Cash Remittance (preferred) or CCATS via email.

      • We have some payments that come in based on headcount and we create an invoice to match (after the fact). How do we handle this in the future state? You can create the invoice in Workday after the check is received, then write the invoice number on the check and mail it to the Bank of America lockbox.   

      • How do we process cash received by our department? This information can be sent using the UW Connect Form Cash Remittance (preferred) or CCATS via email. 

      • How about reverse expenditures? Who will process those? Send checks to Finance Shared Service, then complete the UW Connect Form Cash Remittance (preferred) for CCATS to process.

      • Why did we switch to the online mobile deposit just for it to be transitioned out of the department? It was a temporary solution during our remote working environment.   

      • If an Accounts Receivable is entered in Workday, and the Accounts Receivable shows up in an aging report past 90 days, 180 days past due, who administers the collections process: the unit or the Central Cash Application Team? CCATS is responsible for dunning letters, but any other collections effort will be done by the unit. 

      • How will returned item fees be managed? Through bank reconciliation by Banking & Accounting Operations. 

      • How are unclaimed deposits reviewed? The Unclaimed Cash Workday Report will be available after July 6, 2023, to review the unclaimed deposits. When the report is ready for review, notifications will be sent on business day mornings to Workday inboxes to the following Workday roles or retrieved manually by other users who are interested:  

        • Shared Environment Accountant 

        • Customer Billing Specialist 

      • Will I be able to make deposits via mobile, ATM or in-person? No, the centralized cash model support deposits are being handled centrally via the BoA lockbox of UW Finance Shared Services.  

  • Have a question not covered above?  Email CCATS