Accounting Entries

Cash Transmittals

Merchant Services receives settlement data from UW's UW’s card processors Elavon, Fiserv, Heartland, and American Express. This data is used to generate CTs that credit the departmental budget and revenue code designated at the time of MID set-up. Please contact pcihelp@uw.edu for any budget number or revenue code updates.

The generated CT numbers follow the structure below:

FS(MS_)(M)(D)(XX) 

  • FS = Originating Area Code for Financial Accounting 

  • MS = This CT is generated for payment card settlements for Elavon 

  • MF = This CT is generated for payment card settlements for Fiserv 

  • MT = This CT is generated for payment card settlements for Heartland 

  • MA = This CT is generated for payment card settlements for American Express 

  • M = Single character representing the month of the year (October through December are represented by the letters A, B, and C) 

  • D = Single character representing the day of the month (10 – 31 are represented by alpha letters A – V) 

  • XX – A code generated by OMS to represent the MID number 

Values M, D, and XX are unique values that correspond to the date and MID associated with each CT.

More detail can be found by referring to the Merchant Services CT Reconciliation Report, or contacting pcihelp@uw.edu.

UW Merchant Fees

UW Merchant Fees (formerly known as Admin Fees) are posted at the end of the accounting month in which fees are accrued. For example, a UW Merchant Fee assessed for activity in the month of March will be posted within the first two business days of April, and appear in the month of March in MyFD. These entries are processed as ISDs, and are identified with FSMS (mmyy).

Payment Card Fees

The Payment Card fees (formerly known as Merchant Fees) are assessed by Elavon, FISERV, Heartland, and American Express and include processor fees and interchange fees associated with Visa/MasterCard/Amex, etc.  The Payment Card fees assessed for a given month are posted at the beginning of the following month. For example, a Payment Card Fee for the month of February would be posted to the corresponding budget in early March. These entries are processed as JVs and are identified with JVM (yymm). 

Chargebacks

Chargebacks are reviewed on a monthly basis, and credited/debited by a JV submitted by Banking and Accounting Operations. If a department responds to a chargeback resulting in the chargeback being reversed, the JV will be reversed in the monthly review for which the bank account is credited.