Cash Management

The Treasurer's Office processes electronic cash receipts and electronic payments for the University, handles international receipts to and international payments from the University, and monitors credit card transactions.

Electronic Payments - The University prefers to pay domestic vendors electronically via the ACH  (Automated Clearing House) system as this is a less costly method of payment.   When requesting electronic payment details, please request ACH  payment instructions.  If a vendor does not accept ACH payments, please request instructions for Federal Funds transfer (wire instructions).

Domestic Electronic Payment Request (PDF) - You must indicate if you are providing ACH payment instructions or Federal Funds transfer (wire instructions).  Include the following information:

Name of Bank
Address of Bank
9 Digit Routing/Transit/ABA Number
Depositor Account Title
Depositor Account Number
Type of Account (checking or savings)
Reference (Invoice Number, Services For, etc.)

Send 2 copies of the payment request form, the original invoice, and a W-9 Form to the Treasurer's Office, St. Mary's Room 301, +1640

  • For first time requests, the information must be received in our department at least six (6) business days prior to payment date to enable our department to "prenote" the banking instructions.
  • Repetitive request forms should be received in our department at least three (3) business days prior to the payment date.
  • If payment is for equipment (line items > $5,000.00), Property Records will need to tag the equipment and release before final payment will be made.

Foreign/International Wire Transfer - If you are requesting payment to a foreign individual or international organization/company, first contact the Assistant Treasurer and Tax Manager's Office at 229-3600 before payment arrangements are made for additional requirements.

Complete a Foreign/International Wire Transfer request (PDF)>>All information must be in English.  Include the following information:

Name of Bank
Address of Bank
IBAN # (Required - The payment will not be processed if this number is not included)
Swift Code and/or Sort Code
Depositor Account Title (must match vendor name on invoice)
Depositor Account Number
Reference (Invoice Number, Services For, etc.)

All EURO payments must include 15.00 EURO bank fee - Effective 01/26/06

All GBP payments must include 6.00 GBP bank fee - Effective 01/26/06

All CHF (Swiss Franc) payments must include 12.00 CHF bank fee - Effective 04/16/07

All AUD (Australian Dollar) payments must include 18.00 AUD bank fee - Effective 09/11/08

Send 2 copies of the payment request form, the original invoice, and W-8BEN form to the Treasurer's Office, St. Mary's Room 301, +1640 at least three (3) business days prior to expected payment.  

The Treasurer's Office will document the conversion rate and U.S. dolllar equivalent on the copy of the request returned to the initiator.

Foreign/International Draft - If you are requesting payment to a foreign individual or international organization/company, first contact the Assistant Treasurer and Tax Manager's Office at 229-3600 before payment arrangements are made for additional requirements.

Complete a Foreign/International Draft Request (PDF) >>All information must be in English.  Include the following information:

Vendor Name and Address
Reference (Invoice Number, Services For, etc.)

Send 2 copies of the payment request form, the original invoice, and W-8BEN form to the Treasurer's Office, St. Mary's Room 301, +1640 at least three (3) business days prior to expected payment.  

The Treasurer's Office will document the conversion rate and U.S. dolllar equivalent on the copy of the request returned to the initiator.

Important Notice:  Recent regulations by Mexican clearing systems require that an 18-digit "CLABE" number be used for all payment instructions in Mexican pesos to corporate or individual account holders.  It does not apply to transfers between financial institutions, or to transfers of U.S. dollars to a U.S. dollar-denominated account in Mexico. All beneficiary accounts at Mexican banks have already been assigned a CLABE number.  Please ask the beneficiary of your payment instructions to provide you with the CLABE number to ensure that your payment is processed in a timely manner.  Failure to include the 18-digit CLABE number could result in non-payment of funds.

 

Get in Touch

Office of the Treasurer

St. Mary 301

Mon-Fri 8:30am - 4:30pm

937-229-4346