Incoming Payment Notifications and Inquiry

PAYMENT NOTIFICATION/INQUIRY

Use this service to either inquire and or notify the General Accounting (GA) team about incoming electronic payments from an external entity. For this service we are defining electronic payments as those that post directly to the Colorado School of Mines bank account, for example, Wire Transfers, ACH, and Direct Deposits. Note, the General Accounting Team (GA) may request additional documentation for the payment, research the most appropriate posting for the payment, and request additional reviews from other administrative departments on campus.

  • Notify the GA team about future/incoming payments in advance of payments to allow for easier application of funds within Workday.
  • Inquire about the status of an expected payment and if received where the revenue was posted within Workday.

Due to the multitude of payment methods and different processing procedures users should only select this service for incoming electronic payments related to Cash Projects. Users should not use this service to notify or inquire about the following: 1) Payments for the Colorado School of Mines Foundation, 2) Payments related to Federally Sponsored Research or Technical Service Agreements (TSAs), and 3) Payments made via Credit Card or Paper Check.

  • For incoming Colorado School of Mines Foundation payments, please email dmcveigh@mines.edu instead of submitting a Mines Help Center Request.
  • For incoming Sponsored Research or Technical Service Agreement (TSA) payments please email researchbilling@mines.edu instead of submitting a Mines Help Center Request.
  • For incoming Paper Checks and Credit Card payments please email bursar@mines.edu instead of submitting a Mines Help Center Request.

FAQs

What is a Driver Worktag? Formerly known as an INDEX, Driver Worktags drives accounting and automatically assigns a unique combination of Fund, Function, & Cost Center within Workday when recording transactions.

What is a Project? When we say Project Driver Worktag we are referring to Professional Development (PD), Research Development (RD), Auxiliary, and Foundation Accounts. These Driver Worktags can start with a “1”, “3”, or “6”. For this service specifically we refer to Cash Projects which include all of the above except Foundation Accounts.

What is a Revenue Category? Formerly called an Account Code, a Revenue Category classifies revenue based on the type of activity. Revenue Categories are mapped to specific Ledger Accounts which are used for Financial Statement purposes.

Completing the Service Request:

  • Requestor: This is the individual listed as the person asking for service detailed within the ticket. If used as a filter in a report, the filter allows for a lookup search.
    • This is a searchable field, if logged into Mines Help Center when submitting your service request, it will auto-populate with your own name, but you can override this to submit the request on behalf of someone else.
  • Department: This field will auto-populate based on the Requestor selected.
  • Type of Request: You will have to select either NOTIFY or INQUIRE.
  • Specific Payment Details (if applicable): Select one or more of the following if applicable.
    • Is this payment for the Mines Foundation? Users should NOT be using this service for Foundation Payments. As mentioned above, for incoming Colorado School of Mines Foundation payments, please email dmcveigh@mines.edu directly.
    • Is this payment related to a Federally Sponsored Research Grant and/or a TSA? Users should NOT be using this service for payments related to Federally Sponsored Research or Technical Service Agreements. For such payments, please email researchbilling@mines.edu directly.
    • Is there a documented agreement with the Payor processed by our Purchasing & Contracts Office? If you have a formal agreement, please include this in the attachments field below.  
    • Is this related to a Credit Card or Paper Check payment? Users should NOT use this service for payments made via Credit Card or Paper Check. For such payments, please email bursar@mines.edu directly.
    • Is this related to an Electronic Payment (ACH, EFT, Wire, Direct Deposit)? Please select this option if the incoming payment was made directly to a Colorado School of Mines bank account.
  • Name of Payor: Who is paying Mines? This is a text field so please provide any name information that may appear on the payment remittance or that they may be doing business under. If you do not know the payor name, please include as much information as you can.
  • Incoming Payment Amount: This can be a specific amount or a range. If the payment may be coming in a non-USD currency you can note that here as well. If you are not sure of the amount and cannot make an estimate, please type “Unsure” in this field.
  • Expected Receipt Date: You will need to select one of the options to indicate when the payment will or should have been received. If you do not know at all, please select “Other/Unknown” and provide as many details as you have in Additional Payment Details field.
    • The payment should have been received.
    • The payment should be sent within the next 30 days.
    • The payment should be sent within the next 90 days.
    • Other/Unknown

PAYMENT POSTING INFORMATION

  • Please provide the Driver Worktag where the payment should post. As mentioned above, users should not submit this service for Foundation or Grant payments. Campus should use this service for payments related to Auxiliary Projects and on exceedingly rare occasions an Operating Account.
  • Please provide the Revenue Category for this payment. If you do not know the specific Revenue Category, please provide a description of the reason for the payment. For more information see the definition of Revenue Category in the FAQ above.
  • Preferred Description in Workday / Memo. This field will help determine the description and memo field for the payment in Workday for this payment. This is the information that will show up when looking at operational transaction details within Workday. While there is no character limit, please keep in mind this should be a quick note that allows any user to easily see what the payment was for. If you have a corresponding invoice number, please include it here.  
  • Additional Payment Details: Please add any additional information about your payment or specific questions. If you have submitted a previous request regarding the same payment, please include the original ticket number. This is the number users will receive on the submission confirmation screen. The number will be on the email confirmation users will receive. If you cannot locate the previous ticket number, you can find your previously submitted tickets by going into the ITS Mines Help Center homepage and then clicking on “Your Ticket Status.”
  • Attachment: Please include backup documentation for this payment. This may be the invoice sent to the payor or emails documenting why Mines is receiving this payment. If this is for an ongoing payment we will receive, including documentation of the agreement if available.