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The University of Toledo

The University of Toledo. Cashiering Changes Treasurer Department Patient Financial Services Jeffrey Bowman Kim Govan Stephanie Blausey. Cashiering Changes.

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The University of Toledo

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  1. The University of Toledo Cashiering Changes Treasurer DepartmentPatient Financial Services Jeffrey Bowman Kim 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. X • 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 $ $ Current Main Campus $ X $ • Faculty/Staff/Students • Check Cashing • Walk-up Cashiering MC 3 Back office 2.5 Front office Application & Deposit $ $ • Departments • Cash, Checks & Credit Card • Petty Cash • Change Orders • Walk-up • Postal • Night Drop/Vault • Inter-office • Police Pick-up 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. Non-Student • Change • Patient Payments • Financial Counselors • Walk-up X • Faculty/Staff • Change • Walk-up • Students • Pay A/C Balance to Student Accounts Personnel • Walk-up • Postal/lockbox $ $ Current Health Science Campus $ • Cashiering HSC • Depository Only – balances dept bag to receipt. • Provides receipt & detail to Acctg. • Runs credit card for collection billing • UT Physicians (UTP) • Fees collected • Walk up • Financial Counselors $ • Departments • Cash, Checks & Credit Card • Change Orders • Walk-up $ • UT Medical Center (UTMC) • Fees collected • Walk-up • Financial Counselors $ Brinks Delivers $ to HuntingtonBank 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 her @ 419-530-5787. • Kim Govan is training personnel on all patient related procedures – if you have questions please contact her immediately @ 419-383-3601. • Change Orders • HSC – will be handled by the Credit Union---please call ahead for change orders (C.U # 419-383-4470) • 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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