Financial Operations - Accounting Operations
Email Address: firstname.lastname@example.org
Department Fax: 647-3804
Campus mailing address: 6000 Wolverine Tower, 1287
External mailing address: 6000 Wolverine Tower, 3003 S. State Street, Ann Arbor, MI 48109-1287
Financial Operations - Accounting Operations - Chartfields
The chartfields that should be used are:
The Project/Grant balance must be zero at the Fund, Department and Program level before it can be inactivated by the Shared Services Center. Please prepare the necessary journal entries before submitting the inactivation request.
An account is a 6 digit code used to classify the type of revenue and expense that posts to your Chartfields. Accounts on an SOA are separated out by revenues and expenses.
A Shortcode is also a 6 digit code used to identify a group of Chartfields. Shortcodes are fund, department, program, project/grant and class specific. In the Legacy system, this was called your account.
Generally, new Project/Grants will be available in the Chartfield converter within 2 days after the completed request is received by Financial Operations. The Requester and Single Administrative Point of Contact (SAPOC) will receive an email message from Financial Operations when the Project/Grant is open and available for use. The information should be available in the Chartfield converter on the day after the email is received.
Financial Operations - Accounting Operations - Construction
Renovations less than $50,000 are permitted in funds 10000 and 40000 and fund 30000 if it meets donor intent. For renovations greater than $50,000, the project/grant will have to be set up in the Construction Fund 80000 to be capitalized. Please contact the Customer Service email group for assistance.
A construction renovation project is considered capital or depreciable when the total costs are equal to or greater than $50,000 per building. At this point the project should be in fund 80000.
Send a project/grant request to Financial Operations - Plant fund to get a new project/grant established to record the revenue and expenses associated to the project.
Financial Operations - Accounting Operations - Equipment & Furniture
University equipment is defined as a item purchased for at least $5,000 and a useful life of at least 2 years. It should be recorded at account code 614000 to be included in the asset management system.
Financial Operations - Accounting Operations - Expendable and Endowed Gifts
If a gift is placed erroneously into a true or quasi endowment, a Gift Transfer Request Form should be completed and submitted to your Gift Administration representative along with all necessary supporting documentation.
Book value is the sum of all gifts and reinvestments into the true or quasi endowment. Market value is the current value of the fund. Market value is calculated by multiplying the number of shares that the true or quasi endowment owns in the endowment pool by the then current share rate. In other words, book value is a historical number based upon what has been invested, and market value is what that investment is now worth.
True, quasi restricted, and quasi permanent endowments must all distribute to fund 30000, because the purpose is donor-directed. Quasi unrestricted endowments must distribute back to an unrestricted fund, i.e. designated or auxiliary. These funds may not distribute to fund 30000 because unrestricted funds cannot be commingled with funds restricted by donor intent.
There are four types of quasi-endowments.
Quasi restricted endowments are the most common and are created using gift money or unspent distributions from true or quasi restricted endowments and must adhere to the donor-directed restrictions placed on the funds.
Quasi permanents are created when, as a condition of the donor agreement, the University must match the donors gift and the principal may never be withdrawn.
Quasi unrestricted endowments are created using unrestricted sources such as designated or auxiliary funds.
Quasi specific funds are one of the three types of funds above, but established with specific restrictions regarding the investment of the fund. For example, a donor may establish a quasi endowment, but require their gift only be invested in high grade government bonds. Quasi specifics are not a part of the endowment pool, and distributions are made on an individual basis.
Possibly. If the donor documentation contains language that allows for reinvestment, then it is allowable. If the donor documentation does not contain the needed language, then we recommend that you have a development officer contact the donor(s) to receive their written approval, otherwise, reinvestments will need to be made into a Quasi-Endowment.
An example of the Standard Reinvestment Language is:
"Any surplus distributions from the Fund during any period may be accumulated for later use for the above purposes or may be added to the principal of the fund at the University's discretion."
In 1995, the Regents approved a policy that called for distributions to be made at an annual rate of 5.0% of the 1 quarter lagged, 12 quarter moving average market value of fund shares, provided that distributions do not exceed 5.3% of current market.
In June 2006, the Board of Regents approved a change to the University's endowment spending rate policy and extended the moving average period from 12 quarters to 28 quarters, with implementation to be phased in over the next three years.
Effective July 1, 2010, the Board of Regents approved a change to the University's endowment spending rate policy which will slowly lower the rate from 5% to 4.5% over the next few years while holding the dollar amount of the distribution level until such time as the rate equals 4.5%.
Please fill out the Quasi-Endowment Withdrawal Request Form found on this website and send it in to Accounting Services Coordinator. Withdrawal requests will be analyzed to ensure the funds have been invested for the minimum 5 years required by University Policy. Withdrawals are processed 4 times per year on the first day of each quarter. (July 1st, October 1st, January 1st and April 1st) Requests for withdrawal at the beginning of the next quarter must be received at least one full month in advance of the withdrawal date to allow the Investment Office time to determine what assets will need to be sold to make the funds available.
Formal documentation will be required to open any True Endowment. This documentation may include one or more of the following:
- Formal gift agreement
- Solicitation letter that states the funds are for a true endowment
- Copy of an executed will requiring that the funds be Endowed
- A letter from the donor stating that the funds will be endowed
Please note that specific language is necessary to allow the newly established fund to be treated as part of the University Pooled Endowment. Two examples of the appropriate phrasing are listed below:
"The Fund constitutes a gift for endowment, and distributions will be made in accordance with the University's then existing endowment distribution policy."
"The University will diligently administer your gift as a permanent endowment under Michigan law and University endowment distribution policies."
True and quasi endowments are classed as closely as possible to meet donor intent. Distributions should also be classed to meet donor intent. Occasionally, a donor will establish a new true or quasi endowment which can be used for multiple purposes. In this situation, it would be appropriate for the department to open multiple Shortcodes for their distribution Chartfields to allow expenses to be classed according to their uses (which meet donor intent). It is possible for one distribution Chartfield to have dozens of Shortcodes associated with it, depending on how the donor restricted the funds.
The minimum to open a true endowment is $10,000.
The minimum amount to establish a quasi endowment is $50,000 if departmentally directed, or $10,000 from external funds if donor directed.
Financial Operations - Accounting Operations - External Billing & Receivables
Once an invoice becomes 120 days past due, Collection Agency Assignment emails are generated and sent to the departments. These emails suggest sending the invoice to an external collection agency for hopes of collection. The department will be responsible for any fees that are generated by the Collection Agency. The other option at this point, is for the department to provide Chartfields to write off the invoice balance if they would like collection efforts ceased.
If the department has contact with a customer in regards to outstanding invoices, this communication will enhance overall collection efforts. The SSC collector should be notified of the update so that the information can be recorded in the Accounts Receivable system to minimize duplicate efforts. The SSC collector can be given this information by emailing email@example.com. Please reference the customer number and invoice number if known.
General Invoices are processed by SSC Accounts Receivable. The invoice(s) are loaded in M-Pathways and the customer receives a copy of the invoice via mail, email or the invoice is submitted to the customers online system. The images of the invoices are available in imaging under the invoice number. The unit will receive an email from Pathways when the invoice is processed listed the invoice number. The invoice is available in imaging when the email is sent to the unit. The email will go to the email group or unique name listed on the billing template.
The collection process begins once an invoice is past due. Invoice payments are due 30 days after the invoice has been processed. Once the invoice is past due, the customer will begin to receive Accounts Receivable Customer Statements indicating the invoice is past due. The customer statements are sent out to the customer monthly. An SSC Accounts Receivable collector will begin reaching out via phone/email with the customer once the invoice is between 30 and 60 days past due. The statements continue to be sent to the customer until the customer’s balance is $0.00. At any time, a unit can contact SSC Accounts Receivable to inquire about the collection actions taken. SSC Accounts Receivable Collectors can be emailed at firstname.lastname@example.org. Please reference the invoice number or customer you are inquiring about in the email.
If the department deposits a check for an outstanding receivable, an email should be sent to email@example.com. Please reference invoice number in email. SSC Accounts Receivable will work with the unit to process a journal entry to move the funds appropriately.
If the department receives a check for an outstanding invoice, the check should be deposited per SPG 501.03 Cash Management Policy immediately to the SSC Accounts Receivable Chartfields (Account 615560 Fund 99500 Department 000500 Program 90050) noting the invoice number and any other relevant information. An email should be sent to firstname.lastname@example.org. Please reference invoice number in email. If a cash receipt is processed to the Chartfield that the invoice was generated for, the revenue will be overstated in the Chartfield combination and the invoice will remain outstanding. This will result in customer statements still going to the customer and the department still seeing the invoice outstanding on the Statement of Receivables.
In order for Accounts Receivables to effectively collect on the balances invoiced to customer and initiated by the unit, we would appreciate being updated on any pertinent demographical information regarding the customers being billed. Email addresses, Accounts Payable contacts, telephone numbers and change of names or addresses are all resources that are needed to enhance collection efforts. Updated information can be emailed to email@example.com.
When an invoice is entered into the Accounts Receivable system, the originating department receives revenue immediately via an Accounts Receivable entry (BI Journal) to their Chartfields. This does not mean the invoice has been paid. When the AR invoice is processed in the system it will appear on your monthly Statement of Receivable (SOR) Report as an outstanding invoice. As payments are received they will be noted on your SOR and, when paid in full, the invoice will drop off the SOR. The monthly Aging Report will also show open receivables and the number of days the invoice has been outstanding. Although Accounts Receivable holds the outstanding invoice, the department is ultimately responsible if the invoice goes unpaid.
MyLINC currently has an online class titled "Statement of Receivables Report Field Description" that will provide instruction on how to read a Statement of Receivables (SOR) Report. You can also just view the pdf file on this SOR link. If there are questions after the class has been completed, please feel free to contact Accounts Receivable at the Shared Services Center, (734) 615-2000.
Financial Operations - Accounting Operations - Journal Entries
No. Unique Journal ID numbers are highly recommended for internal controls and system audit trails.
You don't have to, but if the journal is hitting Sponsored Program Chartfields it will be easier to spot that the support is for the journal that was previously loaded.
Journal support should be sent electronically to firstname.lastname@example.org, if possible. If hard-copy support is to be submitted send it to Sponsored Projects, Attn: Journal Support, 5020 Wolverine Tower, 1287. If you are sending hard-copy support, please note that the support will be coming via campus mail in the body of the email. Any journal impacting a Sponsored Research Project Grant requires supporting documentation and will not begin the Financial Operations approval process until the support has been received.
In the new template, it should be entered in a date format such as MM/DD/CCYY. The 'MM' represents a two digit month (i.e. '06' for June). The 'DD' represents a two digit day of the month (i.e. '09' for the ninth day). The 'CCYY' represents the year (i.e. '2006'). For this example, the completed field would be represented as '06/09/2006'.
Financial Operations will monitor and correct the following types of errors:
- Invalid Chartfield combinations
- Transfer which did not use appropriate transfer Accounts
- Inappropriate use of Class Codes
- Inappropriate use of equipment Accounts
- Use of a restricted Account when inappropriate
Departments should monitor and correct the following types of errors:
- Transactions recorded at a wrong Account on their SOA
- Transactions recorded on their SOA at an inaccurate Chartfield string
- Transactions recorded at the wrong level of their Chartfield string (i.e. at Fund/Dept./Program when it should be at the Project/Grant level)
How the correction should be made:
- Vouchers, Journals and Cash Receipts - Review source documents and process a Journal Entry to correct the problem. Be sure to contact other involved parties to ensure that the problem will not be corrected twice or continue to occur.
- Service Unit Billings (SUB) - Review Voucher Detail Report and contact the Vendor listed on the report to have them initiate a correction.
The General Fund receives revenue from State of Michigan appropriations and student tuition and fees. Therefore, the transferring of funds in and out of general fund is not allowed. Instead of transferring funding, expenses should be transferred between the funds. If you need assistance with this, please contact the Shared Services Center.
Journals received by the cut-off date will be entered unless one of the following situations occurs:
- The Journal contains Sponsored Programs activity and does not provide appropriate documentation for support of the transaction or does not meet the 120 day guideline for late charges
- Journals that do not include complete Chartfield strings, are missing lines or are unbalanced
If an employee feels that they may be submitting a JE which may raise questions or have questions about how to best prepare a JE, please contact the Shared Services Center before it is submitted for processing. It is much easier to make the correct set of entries the first time.
If you are having problems creating the .dat file from the Excel, send the Excel version to your FinOps coordinator and include in the email that you are having trouble. If they are not able to diagnose the problem, they will refer you to the ITS Helpdesk.
Yes. Multiple journals can be submitted through one data file. A new journal will be created for each valid Header ('H') row with subsequent valid Line ('L') rows beneath it. Do not skip any rows between the last line of the previous journal and the header row for the next. A blank line tells the program to stop writing the file information to the data file.
Financial Operations - Financial Reporting
It is. Some of the past Financial Reports are located in the Consolidated Annual Report area of the Financial Reports section of this website. For anything earlier, please contact the department directly at (734) 764-4284.
Financial Operations - Payroll - Department Administrator Resources
The journal ids begin with "BRD" and hit account 597750. The BRD assessment is assessed to the same set of chartfields as were found on the Actuals ledger, except that the account used for the BRD assessment is 597750.
The benefits recharge distribution is not restricted to payroll journals. It is based on the balances in the Actuals Ledger for the designated accounts. Any journal done during the month which hits one of the designated accounts will be reflected in the Actuals ledger balance, and thus will be part of the benefits recharge distribution calculation.
An allocation is run in the General Ledger at month end which sums the balances in the ledger for designated accounts. The sum is multiplied by the BRD rate. The result is the BRD assessment.
To view the current rate and the historical BRD rates since July 1, 2001, see the Historical Rates section on the Benefits Recharge Distribution page.
You should contact the Financial Services - Accounting area of Payroll by calling (734) 647-3988.
For those departments that pay awards or bonuses and would like the individual to receive a specific amount of net pay, use the PeoplePay web tool to access the "Request or Record Payment of Awards, Prizes, or Gifts" form. PeoplePay can be found at Wolverine Access - University Business. In the "Special Instructions" box on the form indicate that the payment should be grossed-up for taxes. The Gross-Up Calculator provides information about the award/bonus amount that will appear on the department's Gross Pay Register.
The Office of Financial Analysis, Office of Budget and Planning, UHR, and Payroll determine which accounts should be included in the benefit recharge distribution. The list of designated accounts is maintained by Financial Operations in a tree in the financial production database, the UM_ACCT_BRD tree.
The journal ids begin with "BRD" and hit account 597750. The BRD assessment is assessed to the same set of chartfields as were found on the Actuals ledger, except that the account used for the BRD assessment is 597750.
Financial Operations - Payroll - Faculty and Staff Resources
To have your benefit premiums automatically withdrawn from your checking or savings account, complete the Agreement for Preauthorized Benefit Premium Payments form and forward to the Payroll Office. The Payroll Office will withdraw the benefit premiums from the account indicated on the 20th of each month. For more information, please contact the Payroll Deductions Section.
Multiple deductions occur when a regularly, scheduled deduction is missed. This can happen for several reasons: 1) when the eligible compensation does not support the deduction, 2) when a paycheck is not issued, or 3) when the goal amount of the deduction has been reached. For assistance, please contact the Payroll Deductions Section.
There are several types of deductions. There are the benefit deductions (medical, dental, vision, etc), convenience deductions (parking, United Way) and court-ordered deductions (Friend of Court, Writ of Garnishment, Tax Levy). For assistance, please contact the Payroll Deductions Section.
Employees with questions about PTO balances or accruals should contact their departmental timekeepers.
For PTO policy questions, contact the Health System Human Resources Office at
Department Representatives or timekeepers with questions about PTO for their staff should contact Health System Payroll at (734) 764-3125 - opt 5 and follow the prompts.
Contact the Accounts Payable and Travel Office at (734) 764-8212.
Employees who notice any discrepancy on their paychecks should contact their departmental HR respresentative and/or departmental timekeeper
You should call the department administrator listed in the bottom, right-hand corner of the overpayment letter.
If you have received an award, such as a gift card or cash, the paycheck may be a manual adjustment to reflect the award value in your Form W-2. These paychecks can be identified by the check number which is 9999X. For assistance, please contact the Financial Services - Accounting area of the Payroll Office (734) 647-3988.
Financial Operations - Payroll - Foreign Students, Faculty and Staff
Financial Operations - Payroll - Tax
You may have to amend a previously filed Form 1040 Tax Return if you experienced changes in your Federal taxable income. You may have to amend a previously filed state tax return if you experienced changes in your state taxable income.
The taxability depends on the use of the funds. The University, as a withholding agent, is not required to report or withhold on this money unless the recipient is a nonresident alien. The University's Tax Department conducts seminars on this topic and has compiled a document on this subject which you may view by clicking here.
To assist in calculating your federal, state and local tax withholdings, use the form Calculating Your Taxes. If you need other help with your federal taxes (i.e. where to file tax forms or how to find forms for filing your taxes), the IRS Home Page below is a good starting point.
Financial Operations - Payroll - Time Reporting and Leave Data
Non-exempt, non-bargained-for staff members begin accruing vacation at the rate of 1 day per month when hired. The accrual rate increases to 1.5 days per month after completing 5 years of service and increases again to 2 days per month after completing 8 years of service.
Exempt staff members accrue vacation at the rate of 2 days per month when hired. The rate does not increase.
For additional information about vacation accrual, please contact your departmental Human Resource representative or your departmental timekeeper.
For monthly-paid staff (pay groups MOR or MPP), vacation/PTO accrual is available on the first of each month.
For biweekly-paid staff (pay group BWC), vacation/PTO accrual is available at the beginning of the pay period which contains the first of the month.
For information about your accrual rate, please contact your departmental Human Resource representative or your departmental timekeeper.
When a death occurs in an staff member's immediate family, the University provides up to 3 days (a maximum of 24 hours) paid time off. The immediate family consists of a staff member's spouse or same-sex domestic partner (with whom the staff member shares living accommodations and expenses); the son, daughter, parent, grandparent, grandchild, brother, sister (or spouse of any of them), of either the staff member or the staff member's spouse/same-sex domestic partner.
Leave of Absence begins on the first full, unpaid day after the appropriate leave balances are exhausted.
Termination begins the day after the last day worked. However, the vacation/PTO accrual for the month is based on the last day worked.
After termination of employment, you are eligible to be paid for the remaining hours in your vacation balance. Your final vacation payout is made once your department processes your termination paperwork AND all time reports have been received through your last day of work.
Employees with approval from their supervisor are eligible to use 3.0 hours per week (pro rated based on percentage of effort) for educational time.
After you have exhausted your family care balance, additional family care absences can be taken from your vacation balance by using the time reporting code FCV on your time report.
If you need to correct a hardcopy time report that has already been submitted, contact your departmental HR representative or departmental timekeeper to discuss the correction process that is used in your department.
The maximum you can accrue is 24 times your monthly accrual.
For example, if you accrue 16 hours in a month, 24 times 16 is 384. If you accrue 8 hours in a month, 24 times 8 is 192.
You are eligible for the following family care hours (SKF) prorated by your percentage of effort:
Non-Exempt Employees 120 hours
Exempt Employees 120 hours
Trades Employees 24 hours
IUOE Employees 48 hours
POAM Employees 48 hours
You are eligible for extended sick time after completing one full year of employment, provided you are actively at work at the end of the first year.
Family care time (SKF) is subtracted from your short term sick balance. You are allowed to use family care time to care for an incapacitated, ill, or injured family member; including taking them to preventative medical and dental appointments. Family care sick pay is also available for employees who are unable to work because they are caring for their newly born, new adopted or newly fostered child. Staff members may use sick time pay for this purpose only during the year following the child's birth or arrival in the home.
"Family members" include the staff member's spouse or same-sex domestic partner (with whom the staff member shares living accommodations and expenses); the child, sibling, parent, grandparent, or other related individual whose care is the responsibility of the staff member, spouse, or same-sex domestic partner.
An employee may use extended sick time for a:
- single disabling incident of illness or injury for more than 10 consecutive working days
- chronic disabling conditions requiring periodic absences from work
- pregnancy, where the staff member's physician has attested to the need for the non-contiguous absences
No. Extended sick time is only available for use for the staff member's illness.
If you have questions about using your extended sick time, please contact your supervisor or your departmental HR Representative. A case may be created with Work Connections and you may be contacted by a staff member from Work Connections (734-615-0643).
The number of hours that you are eligible to use for Season Days is 32 hours multiplied by your appointment percentage.
Exempt and Non-exempt (non-union) staff members do not accrue vacation while using extended sick time.
Only staff members covered by the following union contracts accrue vacation while using extended sick time.
If you have received pay for jury duty, documentation must be provided to your supervisor and the days spent on jury duty must be reported on your time report.
The required documentation and reporting information are discussed in Standard Practice Guide 201.29: Jury and Witness Service.
If you have additional questions, contact the Pay / Timekeeping Section.
Financial Operations - Student Financial Services
Student Financial Services requires the student's UMID number for all business transacted in the office along with a valid picture identificaiton. To discuss a student's account, one piece of picture identificaiton (preferably the student's MCard) is required. Teller services requires two pieces of valid identificaiton (preferably the student's MCard and either a valid drivers' license or passport) for most business transactions.
This means that the account balance is a credit balance ... which means that the U of M owes the student money! The credit balance can be left on the account to cover future charges or a refund can be issued.
Sponsored students are those students that are registered and require the University of Michigan (U-M) to bill an outside sponsor for tuition and fees while they attend the U-M.
Click here for more information.
The U of M does not accept credit cards in payment of student tuition bills.
Students must provide authorization for Student Financial Services to discuss (verbally via phone/in-person or by email) student account information (eBills, 1098T form, etc.) with others.
Student Financial Services will communicate only with individuals the student authorizes.
The Student Business Information Authorization Consent is in addition to any current authorization providing electronic access to student account information. For additional information on how to provide Student Business Information Authorization Consent to others, please see Parents & Family Authorization.
If participating in a non-U-M Payment/Budget Plan, term charges are still due according to the U-M due dates for the term. Failure to meet the U-M's payment due dates will result with a financial hold being applied to the student's account as well as the assessment of late payment fees.
Yes! The U-M Payment Plan is OPTIONAL. Students do not have to participate in the plan. The U-M Payment Plan allows payment of tuition, miscellaneous fees, room/board, entree plus, and other miscellaneous fees charged to the student's account in 5 installment payments for Fall or Winter terms.
Fall term payments are due monthly June 30 through October 31.
Winter term payments are due monthly November 30 through March 31.
For additional information, visit the U-M Payment Plan section of the Student Financial Services' website.
Monthly student account bills are available electronically in the form of an eBill. Students will receive a monthly email notification sent to their U-M email account when the eBill is ready for viewing/printing. Students access their eBill via the Student Business Page in Wolverine Access. Once on the Student Business Page, select "View Bills" under the Financial Information section.Students may designate up to 4 additional individuals to receive access to each monthly bill. Parents/Family can access the eBills through Wolverine Access as well when the following steps are completed:
- Designate email address for access
Student designates email address to receive access to his/her on-ling student account bill, summary, and 1098T form. Use the following link for more information on this process: (link to "Parent/Family Authorization for Student Account Access").
- Create secure login for email address
The authorized Parent/Family member must create a U-M "Friend" login (secure login for U-M computer system) if he/she does not have a U-M email address. If he/she does have a U-M email address, the U-M email address can be designated by the student in the step above and a "Friend" account would not be needed. Please use the following link to create a "Friend" account if needed: http://documentation.its.umich.edu/node/305/
- Email notification
Each time a bill is generated, all designated email addresses will receive an email notification that the eBill is available.
- Login to View/Print eBill
The email notification will direct Parent/Family members to Wolverine Access to view/print the eBill using their U-M logon or "Friend" account logon. Once in Wolverine Access, select My Student's Information under Parents & Family, login, select View Bills, and select the month of the bill to be viewed/printed.
Tuition, fees, room and board charges are due according to the following schedule:
Spring Term 2019: April 30, 2019
Spring/Summer Term 2019: April 30, 2019
Summer Term 2019: June 30, 2019
Fall Term 2019: August 31, 2019
Winter Term 2020: January 8, 2020
Tuition and fee charges for Medical School student are due according to the following schedule:
Fall Term 2019
First Year (M1): August 31, 2019
Second Year (M2): September 30, 2019
Third Year (M3): August 31, 2019
Fourth Year (M4): July 31, 2019
Winter Term 2020
First Year (M1): February 29, 2020
Second Year (M2): March 31, 2020
Third Year (M3): January 8, 2020
Fourth Year (M4): January 8, 2020
Your official tuition assessment occurs at registration. For Information on current tuition and fee rates, please visit the Office of the Registrar's Tuition and Fees web page.
Tuition rates are established each summer for the upcoming academic year, as approved by The Regents of the University of Michigan. Visit the Registrar's website for a complete list of tuition and fees.
Student loans are applied for and administered through the Office of Financial Aid. For more about student loans, visit Office of Financial Aid's website.
The following student loans are repaid through the U-M Student Loan Collections Office:
- University Loans
- Perkins Loans
- Health Professions Loans
- Medical School Loans
- Law School Loans
- Emergency Loans
Please note that National Direct Loans are serviced by and and repayment is made through approvd agencies of the U.S. Department of Education.
You may contact the Student Loan Collections Office as follows:
Student Loan Collections
6000 Wolverine Tower
3003 S. State Street
Ann Arbor, MI 48109-1287
Phone: (734) 764-9281
Toll Free: (800) 456-0706
Fax: (734) 647-3804
Consistent with current practice, students (and authorized Parent/Family) will receive an e-mail that the eBill/invoice is ready for viewing in Wolverine Access approximately three weeks before payment is due.
The amount due will be updated on Wolverine Access through the due date (in real time) to reflect changes that take place during this time.
Changes made after the due date will be reflected in the next months' eBill/invoice.
Tuition and fee charges will appear on the bill if the student is registered for at least one course prior to the generation of the bill.
Students who enroll, or increase enrollment, after the term bills have been generated will have tuition and fee charges calculated the night of enrollment and these charges will be applied to their student account. The charges will not be billed, however, until the next billing cycle.
The Cashier's Office requires two pieces of valid identification. One piece should be your UMID card and the other piece should be either a driver's license of passport. The Cashier's Office needs your UMID number for all transactions processed.
Student bills include tuition, fees, and costs for residential housing (room and board).
Tuition rates are established each summer for the upcoming academic year. The Regents of the University of Michigan meet annually to approve tuition and fee rates for the new academic year beginning with the Fall term. Historically, tuition and room/board fees have increased each academic year.
In addition to tuition, all students pay miscellaneous (mandatory) fees, currently approximately $100.00 per term.
You may contact the Student Financial Operations Office to request a refund.
Financial Operations - Student Loan Collections
No. Our office does not accept cash payments. These payments can be made at the Cashier's Office locations including Dearborn and Flint. Be sure to let the cashier know you are making a student loan payment.
Yes. Our office does accept payment from the following credit or debit cards: MasterCard, VISA, Discover and American Express. Our billing servicer, Heartland Campus Solutions/ECSI, can also accept credit card payments. Please check out their website at www.heartlandecsi.com. There may be service fees associated with these transactions.
Checks, money orders, and cashier's checks should always be made payable to the University of Michigan and include your name, UMID, or the last four digits of your social security number. If you don't have a statement from our billing servicer, Heartland Campus Solutions/ECSI, you can remit directly to our office:
Student Loan Collections
3003 South State Street
6000 Wolverine Tower
Ann Arbor, MI 48109-1287
Heartland Campus Solutions/ECSI is the billing servicer for The University of Michigan. They produce the statements for outstanding loans, federal and institutional, held by the University of Michigan. In addition, delinquent Student Accounts debts transferred to our department are billed through Heartland Campus Solutions/ECSI.
Yes. When making a payment that represents future installments you must check the appropriate box on your statement stub or provide a letter stating the payment represents future installments. Payments made in excess of the amount billed/owed and received without instructions will be applied to reduce the loan in accordance with federal regulations.
Student Accounts Debts include: Tuition, Housing, Telecommunications, Health Service, International Health Insurance, MDENT Dental Insurance and Childcare Tuition.
We will notify you by letter that the debt has been transferred to us and that you should contact us immediately to discuss arrangements for payment.
Our billing service, Heartland Campus Solutions/ECSI will begin sending you statements.
A $10.00 late fee will be assessed monthly to each category of debt that was forwarded to us for collection. For example: delinquent Housing and Tuition are transferred to us. Late fees would total $20.00 each month. These fees continue until a debt has been paid in full. If we are unable to resolve this debt it will be forwarded to a collection agency and begin reporting to the credit bureaus.
It is a requirement for all students who have borrowed through any federal or Ross School of Business/Credit Union loan programs to complete an exit interview when they graduate, withdraw, or drop below half-time attendance.
You may pay all or a portion of their loan at any time without penalty. Payments are applied to outstanding collections costs, late fees, and interest charges before being applied to the principal. The balance of the loan is not reduced by the total payment amount; it is reduced only by the amount applied to principal. If no other charges are due, the entire payment is applied to principal. If your loan is not paid in full after a payment of this type you must continue making your scheduled monthly payments on the balance to avoid a past due situation.
Student loans are not dischargeable in bankruptcy unless you can prove undue hardship in a court of law. Consult with a bankruptcy attorney for details.
Student loans are applied for and disbursed through the Office of Financial Aid. Student Loan Collections (SLC) handles repayment of outstanding loan debt.
Federal regulations require lending institutions to report federal student loans to the national credit bureaus from the time of disbursement.
Student Loan Collections reports your credit history through our billing service, Heartland Campus Solutions/ECSI. Each loan is reflected on an individual's credit report as a "tradeline".
Failure to make payments as scheduled, or file forms in a timely manner to defer payments, may result in negative reporting to the credit bureaus.
Yes. Our billing service, Heartland Campus Solutions/ECSI, is equipped to handle ACH payments. Please access your account via their website at: www.heartlandecsi.com. You'll need your PIN and our school code S5.
Financial Operations - Teller Services
If your purchase was tangible of nature and under $200.00, you may be eligible to get a petty cash reimbursement.
Fleming Business Services
The roll-out of updated and new matrixes occurs between January and June. Units can complete their gap analyses starting in January through September. Certification requests go out in early September and responses are due back by the end of September.
No, you should:
- Use the University’s designated car rental company. If that is not an option;
- Use the University P-Card to rent the vehicle. If that is not an option;
- The University’s self-insurance program will respond to a loss.
The owner of the vehicle's insurance responds to the loss or damage. Insurance costs are included in the per-mile reimbursement rate and are not reimbursable as a separate expense.
Pursuant to SPG 507.10-1, the University does not assume liability for damage to personal vehicles used on University business and does not assume liability for deductibles or any other uninsured loss to the vehicle. Liability insurance protection will be provided as additional coverage only after the private owner’s personal liability insurance limits are exhausted when the vehicle is used for business purposes.
Cost of repairs to a vehicle, whether or not they result from the traveler’s actions, are not reimbursable.
Risk Management Services will be happy to provide assistance upon request. Typically Risk Management Services reviews contracts received from the Office of General Counsel or Procurement.
Yes, charges are made to major units and each of these units determines how the costs will be charged within their areas. Not every department will be recharged. For example, recharges to departments within the General Fund-Ann Arbor are charged to one chartfield combination. Flint, Dearborn and the Hospital receive one recharge for all the units within each.
Contact Risk Management Services at (734) 764-2200.
Yes, contact Risk Management Services at (734) 764-2200. We will be happy to work with you and coordinate the services of experts to help formulate effective loss prevention plans.
Contact Risk Management Services at (734) 764-2200.
You are insured for claims made against you personally for any loss or damage resulting from your university sponsored activities, except for any loss or damage resulting from any willful misconduct or illegal activities. Coverage provides for payment of all costs, including defense costs, for which covered persons or departments become legally obligated to pay.
Anyone covered by university insurance is required to cooperate fully with all aspects of the defense of the claim.
In some cases, persons covered by the university’s insurance program must receive approval of indemnification from the Provost or Executive Vice President and Chief Financial Officer. Refer to Defense and Indemnification SPG 601.09: www.spg.umich.edu.
The university’s insurance provides liability coverage for volunteers while performing authorized services on behalf of the university, except for any loss or damage resulting from any willful misconduct or illegal activities. Coverage provides for payment of all costs, including defense costs, for which covered persons or departments become legally obligated to pay.
Anyone covered by university insurance is required to cooperate fully with all aspects of the defense of the claim.
In some cases, persons covered by the university’s insurance program must receive approval of indemnification from the Provost or Executive Vice President and Chief Financial Officer. Refer to Defense and Indemnification SPG 601.09: www.spg.umich.edu.
Generally speaking, the university’s coverage does not extend to personal property. Some exceptions apply if property is being used at the request of, or to benefit, the university. Call Risk Management Services for more information.
No, the University’s property insurance program covers university owned property in transit.
Your Sponsored Programs Customer Service Coordinator can be found on the Project Award Notice (PAN), Project Award Change (PAC), on the Statement of Activity (SOA).
Sponsored Programs - Rules & Compliance
Information regarding Uniform Guidance guidelines can be found on:
- Uniform Guidance Monitored Budgets - For questions regarding the Uniform Guidance budget categories;
- Uniform Guidance Reports - For questions when reviewing a Uniform Guidance report; or
- Uniform Guidance Regulations at U-M - For general Uniform Guidance information.
Please contact your Sponsored Programs Customer Service Coordinator for specific questions regarding the Uniform Guidance guidlines. To obtain contact information for the Sponsored Programs Customer Service Coordinator for your department, please check your Statement of Activity (SOA) or visit Coordinator by Department.
Sponsored Programs- Project Grant Lifecycle
A project/grant (P/G) can only have one Department ID. If your project needs to be allocated to more than one Department, you will need to set up sub P/Gs for each Department other than the one the award was established under.
During the life of an award, some actions can happen that will require the change of a Department ID within the system. If this situation occurs, please contact the ORSP representative for your award regarding the changes that need to be made. Sponsored Programs cannot change a Department unless it is issued through ORSP.
Please contact your Customer Service Coordinator for specific questions regarding changes in your Department ID. To obtain contact information for the Sponsored Programs Customer Service Coordinator for your department, please check your Statement of Activity (SOA) or visit Coordinator by Department.
Revenue received on behalf of a sponsored project/grant (P/G) is generally received in one of the following formats: Cash Receipt; Letter of Credit (LOC); or Invoice sent to the sponsor.
- Cash Receipt - Some sponsors send payments in advance or based on a set schedule that is agreed upon by the Sponsor and Office of Research & Sponsored Projects (ORSP), on behalf of the University, at the time the P/G is established. Cash receipts appear on the Statement of Activity (SOA) as Sponsor Revenue and the Journal ID starts with CR. Some examples of Sponsors that use the Scheduled/Advance Payment method are: Department of Defense, Air Force and Army; Department of Veterans Affairs; and various Non-Federal companies and foundations.
- Letter of Credit - Some revenue is received via the Sponsor€™s Letter of Credit (LOC) mechanism. LOCs appear on the SOA as Fed LOC Revenue and the Journal ID starts with LOC. Some examples of sponsors who use LOC are: National Institutes of Health (NIH), National Science Foundation (NSF); and the National Aeronautics and Space Administration (NASA). P/Gs on the LOC payment method receive a monthly revenue allocation equal to that month€™s expenses. This is an automatic allocation run during the close of that month's business. Due to the automatic nature of the funding, LOC will fund more than the awarded budget. This does not mean that the funds can remain with the P/G. This issue will be cleared up during the completion of the Financial Status Report.
- Invoices - Some sponsors prefer to receive an invoice from the University. Invoices can be sent monthly, quarterly, annually, upon completion of the Project, etc. Sponsored Programs preferred method is to send an invoice to the Sponsor for expenses incurred on a monthly basis (Cost Reimbursable-Monthly). Revenue is booked to the P/G when invoices are sent to the Sponsor. Invoices appear on the SOA as BI Billing (Journal ID starts with BI and revenue received prior to 11/1/03 may show up with Journal ID starting with AR). The SOA shows both the amount of revenue received/booked during the current month and the amount received/booked fiscal year to date. Revenue that has been booked to the P/G by invoice does not guarantee that the Sponsor will pay the invoice. To determine whether or not a sponsor has paid a particular invoice, it is necessary to review an Accounts Receivable Aging Detail Report. The Aging Detail Report shows only the outstanding or unpaid invoices. The Aging Detail Report is available in FINODS or Business Objects. Instructions for running these reports are available on the MyLINC, ITS Reporting by Data Area.
Please contact your Sponsored Programs Customer Service Coordinator for specific questions regarding your revenue and the status of your invoices. To obtain contact information for the Sponsored Programs Customer Service Coordinator for your department, please check your Statement of Activity (SOA) or visit Coordinator by Department.
The university is exempt from tax in many situations due to its status as a state institution and a federally recognized tax exempt entity.
Treasurer's Office - Debt Management
Commercial paper is an unsecured, short-term debt instrument issued by the university, typically for the interim financing capital projects or gifts and may be issued as taxable or tax-exempt. Maturities on commercial paper typically are up to 90 days and no longer than 270 days.
A fixed rate bond is a bond that pays the same amount of interest for its entire term. The benefit of a fixed-rate bond is that university knows with certainty how much interest will be paid and for how long.
A variable rate bond is a bond with an interest rate that is adjusted at specific intervals, i.e. a floating interest rate.
Debt obligations where the interest received by the investor is excluded from federal and state income taxes.
Debt obligations where the interest received by the investor is subject to federal and state taxes.
The university presently issues debt backed by a pledge of General Revenues.
Hospital Gross Revenues means all revenues, income, receipts and money received by or on behalf of the Regents with respect to or arising from the operation of the Hospital, including but not limited to (a) gross revenues derived from its operation and possession of the Hospital, (b) proceeds with respect to, arising from or relating to the operations of the Hospital, and derived from (i) insurance (except to the extent such proceeds are required by the terms of the Master Indenture to be used for purposes inconsistent with their use for the payment of Revenue Obligations), (ii) accounts receivable, (iii) disposition of inventory and other tangible and intangible property, (iv) medical or hospital expense reimbursement or insurance programs or agreements, (v) investment earnings or profits on funds held by the Regents for the account or benefit of the Hospital and (vi) contract rights and other rights and assets now or hereafter owned, held or possessed by or on behalf of the Hospital by the Regents, but excluding (1) appropriations received from the State or Michigan, (2) proceeds of borrowing an interest earned thereon if and to the extent such interest is required to be excluded by the terms of the borrowing, (3) gifts, grants, bequests, donations and contributions received by or allocated to the Hospital, (4) cash on hand or investments held by the Regents at any time for the account or benefit of the Hospital and (5) medical service plan or other physician, dentist or similar payments to the extent not treated as Hospital revenues for Hospital accounting purposes.
The university primarily issues fixed and variable rate bonds and commercial paper. The debt may be tax-exempt or taxable.
Treasurer's Office - Depository Services
If you have committed the online Cash Receipt Ticket (CRT) and closed your Web browser without printing a copy of the CRT, at this time you will not be able to obtain a CRT copy for your records.
However if you have query access to FINPROD and you wait until the following business day, you can run a specific query that will provide the same CRT information in a spreadsheet format. Use this link for FINPROD query instructions. If you do not have FINPROD access, please contact the Treasurer's Office with the deposit ticket number and date of CRT.
No. As of 11/28/12, anyone who has completed the Treasury Depository Certification MyLINC TME101 course does NOT also have to complete the MyLINC Cash Handling TME103 course.
If any default chartfield requires alteration, simply send an email to email@example.com with your:
- department name
- 4 digit Treasury-assigned location number
- new chartfield information
Please indicate if the change applies to credits and/or debits. Financial Operations must approved the new chartfields before we can post them in FINPROD. Changes generally will be processed within a few business days.
The primary or secondary deposit location contact should have the FINPROD access to update authorized users.
Please see pages 1 & 2 of the link below for further details on how to make changes to authorized users.
The Treasurer's Office no longer requires to be notified of these authorized user changes.
Note: If your department/unit also processes credit cards, these authorized users may also need to be updated in FINPROD. See page 3 & 4 of the above linked document.
Units will have quicker access to their financial information and will have better forecasting capabilities through the improved reporting solutions. Many departments will save money through time savings and by no longer having to pay for depository supplies.
Converts to the new process will enjoy an online Cash Receipt Ticket interface in Wolverine Access that makes cash receipt preparation more convenient and efficient. This interface is extremely flexible, and automatic journal entries are made based on how a deposit is allocated in the online interface. Please note: the online cash receipt will not work for your unit until you have converted to the new process.
Units that process all of their deposits to a single Chartfield will no longer need to create cash receipt tickets once they have converted to the new process!
Is your department/unit seeking to become a new Treasury depositing location?
Please send an email for additional information prior to ordering initial depository supplies.
Units can deposit funds at local Huntington Bank branches. Please be sure to use your assigned deposit tickets from the Treasurer's Office.
Please visit https://www.huntington.com/branchlocator to find a branch near you.
Initial deposit supplies will be provided to each unit once the Treasurer's Office completes the location setup.
Additional quantities of deposit bags, deposit tickets, endorsement stamps, etc. can be ordered through the Treasury online depository supply order form. Please allow up to three weeks for delivery.
No. U-M is now using Huntington Bank for U-M's cash/check deposits. Please contact firstname.lastname@example.org for new Huntington Bank supplies.
Shred any old Bank of America or LaSalle Bank deposit tickets. You can send old endorsement stamps to the Treasurer's Office for proper disposal.
Appropriate items to deposit:
- U.S. Cash (currency and coin)
- checks issued by U.S. banks are acceptable
- Contact email@example.com if you have a Canadian check(s) prior to depositing
- traveler's checks & domestic money orders
Inappropriate items to deposit:
- severely damaged U.S. cash (i.e., bent coin or less than 75% of a bill)
- foreign currency & coin
- checks drawn off of banks other than U.S. banks
Inappropriate items will not be accepted and will not be credited in the deposit.
If the total coin is less than $25, loose coin can be placed in a plain envelope and included with the cash deposit.
If the total coin exceeds $25, contact the Treasurer’s Office for heavy duty CoinLok bags. These bags are able to hold up to 50 lbs of coin. If the department is unable to transport the bag for deposit, the Treasurer’s Office can make special arrangements for it transportation.
The University of Michigan does not accept checks of any kind issued from foreign banks located outside the U.S. and Canada. This includes payments from students, vendors and other affiliates, regardless of whether payment is issued in U.S. dollars or foreign currencies.
Accepting checks issued from foreign banks (non-U.S./non-Canadian) presents unique challenges in the collection of the funds. Unlike domestic checks that are cleared through the United States Federal Reserve, foreign-issued checks must be presented and cleared through a variety of channels depending on the banking system associated with the country of origin. Impacts of the more complex foreign check clearing process include:
- Increased cost for clearing which can exceed the amount of small deposits. Some banks will not process foreign checks under $250.00 USD. Each bank that is involved in the chain of clearing a foreign check can add service fees that reduce the amount of the deposit. Costs for clearing foreign checks are charged back to each depositing unit.
- Foreign checks must be handled through a separate labor intensive process from domestic checks.
- Delay in clearing (as much as 12 weeks) as check clearing laws vary per country.
- Foreign exchange risk can be encountered on some currencies.
The University is sensitive to the strategic partnerships held with our vendors and academic affiliates abroad as well as our diverse student population. The Treasurer’s Office is available to assist students, faculty, and staff in making the determination of the most cost effective payment alternative. Suggested payment alternatives include wire transfer through the SWIFT payment network and credit card payments for non-tuition & fee
Anyone requiring assistance with establishing the acceptance of credit card payments or details for receiving wire transfer payments may contact the Treasurer’s Office for further
Committed Cash Receipt Tickets cannot be altered. If the deposit is still in your possession, in most cases, it is suggested to:
- Shred the white deposit ticket.
- Write "void" on the yellow deposit ticket copy in the book of deposit tickets.
- Create a new deposit ticket with the correct amount.
- Create a new Cash Receipt Ticket* using the new deposit ticket number.
- Make the deposit.
* The first Cash Receipt Ticket will never match with the "shredded" deposit ticket and will actually be deleted from the Online CRT system after about 90 days.
The same procedures above can be followed for errors done in a committed CRT, assuming that the deposit is still in your possession.
If the deposit was already sent to the bank and Cash Receipt Ticket committed with a different amount or had incorrect allocations, the deposit ticket amount will post to the department's default Chartfields. The department will need to process a correcting journal entry.
Treasurer's Office - Depository Supply-Related Questions
A new banking trend is to produce transparent deposit bags. These bags will allow bank processing centers to view the contents and ensure that all funds are removed. It also ensures that there no non-monetary items included.
Transporting these bags to deposit stations or to the bank should be handled in the same manner, meaning that they should be kept out of view in a purse, backpack, etc., during transit.
Using this new bag means that you can deposit:
just coin (up to $25)
or any combination of the 3 in the same bag
You only need to complete one deposit ticket and one online cash receipt ticket (CRT) if allocating funds in the deposit!
You will not need to order or store separate cash & check bags. This bag will handle almost all deposits (please continue to use the CoinLOK bags for coin deposits over $25).
Only if you have opaque cash bags and take these bags directly to bank (not a deposit station). Select departments/clinics have been doing so in the past. Once the opaque cash bags are exhausted, the new combo bags will need to be used.
Yes. Combo bags are available in two sizes:
Small (9.5” x 12.5”)
Medium (12” x17”)
You have two options:
1. Recommended - Use the new combo bags and return your old cash & check bags to: Treasurer’s Office, 10090 Wolverine Tower, zip 1283. (Please do not dispose of these bags.)
2. Continue to use the cash and check bags as you have previously until they are exhausted.
Treasurer's Office - HSIP
If the PI does not use all the coupons that were requested, the Unit Administrator can cancel the coupons using the following process:
- Contact the HSIP Office at firstname.lastname@example.org to have coupons cancelled. Please include the HSIP control number and coupon sequence number or numbers to be cancelled.
- HSIP Office will cancel the coupons. If this completes a request, the HSIP Office will complete the form to post to the SOA.
Documentation can be submitted to the HSIP via the following methods:
- Attach a file directly in the HSIP request
- Fax the documentation securely to (734) 764-5375
- Send the documentation through Campus Mail
You may use different incentive types for a study if they have been approved by the IRB. Each request will only be for one payment type, but separate requests can have different payment types.
If a subject does not receive a check, please contact the HSIP Office. We will help to reissue or cancel a check. DO NOT make a new request before contacting the HSIP Office. If this is done, two checks will be issued to the same person.
If the PI does not use all the cash requested, the unused portion can be deposited using the cash deposit system:
- Debit account 111575 with your chartfield combination
- Send copy of the cash receipt with the Subject Incentive Receipts to the HSIP Office for documentation. The receipt can be sent by campus mail or as a PDF in an email to mailto:email@example.com.
Treasurer's Office - Mcard
A University agreement with Ann Arbor Area Transportation Authority (AAATA) allows all current students, faculty, and staff with yellow Mcards to ride any fixed schedule bus route simply by swiping their valid (non-expired) Mcard through a card reader on the fare box on the bus. Individuals who are not U-M students or employees are not a part of the agreement.
The program is called Mride. The five-year agreement between the University and AATA will allow free rides any time and any day to destinations throughout Ann Arbor, Ypsilanti, and other surrounding communities. The agreement does not cover rides to such events as the Ann Arbor Art Fair or home Michigan football games.
If you have an expired Mcard, a replacement Mcard can be issued for free when the expired card is turned in to an ID Issuing Station.
No. For safety and security, residence halls do not cash checks. It is recommended that students, faculty, and staff use a local bank for check cashing services.
The University Cashier's Office does not cash personal checks.
Blue colored Mcards were created to help distinguish members of the University community (not including Michigan Medicine) from faculty, staff, and students. These cards include:
- Contracted Temps (Accountemps, Kelly, Wolverine Staffing, etc.)
- Housing Temporary
- Recreational Sports Sponsored Users
The Mcard can be made an ATM/debit card only by linking it to PNC® Bank bank account. You will be able to choose your own security 4-digit PIN (Personal Identification Number) to use at ATMs and when making debit purchases. Visit this website for additional info.
Student/faculty/staff name changes are not processed at an ID Issuing Station. If a cardholder has a name change due marriage, divorce, legal name change, or it is simply misspelled...
Students - all name changes are first processed through Wolverine Access or the Registrar's Office.
Faculty/Staff - all name changes are first processed through the Human Resources Department.
These offices require proof of name change such as marriage certificate, legal documents, etc.
After the name change is processed through the appropriate office, the data will be transferred to the ID Card database generally in about 30 minutes. Once the name change has appeared in the ID Card database, the cardholder can turn in their current Mcard for a new corrected Mcard.
Non-student/faculty/staff name changes can be processed at an ID Issuing Station with appropriate documentation (marriage certificate, divorce decree, new driver's license, or other legal documents). A corrected Mcard may require a card fee.
Preferred Names are available to be printed on non-Michigan Medicine Mcards. Cardholders first select an appropriate preferred name through Wolverine Access. Cardholders lacking access to Wolverine Access can seek additional information here. Dearborn and Flint students can go to their respective campus ID Issuing Stations to select an appropriate preferred name and have it printed on their Mcards. Generally, visitors, contractors, Rec Sports sponsored users, and others who cannot have access to Wolverine Access are unable to participate in the preferred name feature at this time.
For additional information regarding preferred names and the Mcard Preferred Name Policy please click here.
The following is a 3-D email sent on 3/29/07 from Gloria Hage, Associate Vice President and Deputy General Counsel of the University, and Jeff Frumkin, Assistant Provost introducing Preferred Name...
We are pleased to inform you that the Provost's Office, HR/AA, and MAIS, on the Ann Arbor campus has led an effort to develop and implement a University-wide policy that will enable students, faculty, and staff to use a preferred name instead of their legal name in various University information systems. The legal name will continue to be used in business processes that require use of the legal name, such as for payroll records and student transcripts.
Many individuals on campus have expressed a desire to be known by a name different than their legal name, which is referred to as preferred name. Demand for use of a preferred name type across the University community has increased as individual information has expanded in databases and is more accessible via the Internet.
The Preferred Names implementation is being phased into use during 2007 and 2008.
1. Beginning April 25, 2007, students of the Ann Arbor campus and Faculty and Staff of the Ann Arbor, Dearborn, and Flint campuses can specify a preferred name of their choice through Wolverine Access. The first administrative system that will incorporate the preferred name is the U-M Online Directory (UMOD). Any preferred names added through Wolverine Access become available in the UMOD after each weekly UMOD update.
2. Later in 2007, preferred names will be used in the 2007-08 printed staff directory and individuals may request to have a preferred name on their Mcard.
3. June 2008 is the target date to have preferred names available for reporting from the M-Pathways Data Warehouse.
4. For future implementation, the Enterprise Directory will include preferred names for additional populations, such as alumni, contractors, and visitors. Enterprise Directory will also contain data for employees, students, alumni, emeritus faculty, and sponsored individuals.
IMPACT TO BUSINESS OFFICES
The Provost's office recommends that business offices review the use of names for their internal business processes and reporting. Offices that retrieve name data from M-Pathways should develop plans to begin using preferred names as soon as is reasonable by the end of the next academic year.
The University recognizes that as a community many of its members use names other than their legal names to identify themselves. As long as the use of this different name is not for the purposes of misrepresentation, the University acknowledges that a 'preferred name' can and should be used wherever possible in the course of University business and education. Therefore, it is the policy of the University that any student, active or retired faculty or staff member, or alumni may choose to identify themselves within the University's information systems with a preferred name in addition to the person's legal name. It is further understood that the person's preferred name shall be used in all University communications and reporting except where the use of the legal name is required by University business or legal need.
The individual is free to determine the preferred name he or she wants to be known by in the University's information systems. However, inappropriate use of the preferred name policy (including but not limited to avoiding a legal obligation or misrepresentation) may be cause for denying the request.
Mcard Preferred Name Policy
Faculty, staff, retiree, student, and alumni cardholders may have an appropriate preferred name used on their Mcards. Preferred names for faculty, staff, retirees, alumni, and Ann Arbor campus students populate the ID Card database from Wolverine Access and are not changed at an ID Issuing Station.
The UM Health System requires that the Mcard show an individual's legal name. The Health System Key/ID office located in room C150 Med Inn Building can provide an ID badge holder for individuals who wish to display an additional name along with the badge. For more information on this option, contact the Health System Key/ID office at 763-6376.
Since Dearborn and Flint Students currently do not have access to Wolverine Access, they may have an appropriate preferred name entered manually into the ID Card database by the Dearborn and Flint ID Issuing Stations.
All other cardholders (contractors, visitors, etc.) may be able to have a preferred name subsequent to the implementation of the MCommunity Enterprise Directory.
When a preferred name is used for an Mcard, it will be the default name printed on the front of the Mcard. The legal name also will print on the reverse of the Mcard above the library bar code.
Faculty, staff, retirees, students, and alumni are able to have one and only one Mcard reproduced with their preferred name printed at no charge. (Cardholders must turn in their current Mcard, otherwise pay the replacement fee.) Additional requests for Mcards with new/different preferred names after the first free reproduction will be charged the Mcard replacement fee.
Inappropriate Preferred Names
Individuals with access to Wolverine Access have the ability to input any preferred name of their choice. It is possible that an inappropriate preferred name could be selected and ID Issuing Staff may deny that name from being printed on an Mcard. Inappropriate preferred names include but are not limited to those that avoid legal obligation, misrepresent, harass, threaten, or are otherwise objectionable. In most cases, a preferred name should not be a message, company or group name, especially if it is for promotional purposes.
ID Issuing Station management have the authority to refuse the issuance of an Mcard in this situation.
Individuals with preferred names deemed inappropriate can either:
- obtain an Mcard with just their legal name.
- change their preferred name on Wolverine Access and return later to an ID Issuing Station for their Mcard with revised appropriate preferred name.*
Cardholders also can appeal the decision of the ID Issuing Station staff to: firstname.lastname@example.org
In this case, the Registrar’s Office or Human Resources will make the final decision. These offices have the ultimate authority in determining the appropriateness of preferred names. If the preferred name is deemed appropriate, the email response will inform the cardholder to print the email and turn it in to an ID Issuing Station.
* Only the Dearborn & Flint ID Issuing Station staff can manually change student preferred names in the ID Card database as requested by the students.
Additional Preferred Name information can be found at this web page link: http://documentation.its.umich.edu/node/248
Questions regarding this policy should be directed to the:
Send us an email
If you do not like your photo on your Mcard, you may obtain a new photo and Mcard at an ID Issuing Station for a cost of $20. Under certain circumstances, cardholders who have had major physical facial or head changes can turn in their old card for an updated Mcard. Cardholders who change hair style or hair color, grow facial hair or remove it, begin to wear glasses or contacts, have minor plastic surgery, etc. do not qualify as having a major physical change and a $20 replacement would apply. Final discretion is determined by the ID Issuing Station.
Generally students, faculty, and staff, who turn in their Mcards because it is expired or damaged from normal use; who have changed departments; or who have a name changes can request to have a new photo taken for the new Mcards.
According to the University's Standard Practice Guide 601.13, each member of the University is allowed only one identification card, the Mcard, at a time. Cardholders are not allowed to have multiple valid Mcards, except in the case of the possession of an Alumni Mcard. Cardholders cannot reproduce any part of their Mcard for purposes of having/wearing proper identification.
Cardholders who are students and employed at the University have the option to receive an Mcard with the department/organization name on the obverse and the word "Student" above the magnetic stripe on the reverse. Faculty/staff who have multiple appointments must choose the most pertinent department name to print on the obverse of the Mcard. A second department name cannot be printed on the Mcard. If a cardholder has an affiliation change (i.e., staff changes departments), the cardholder must turn in their Mcard to obtain an updated card with their new affiliation.
Expired Mcards are not valid forms of University identification. An expired Mcard can be taken to an ID Issuing Station for a replacement if there is still an active affiliation in the ID Card database.
All Mcards are property of the University and must be returned to an ID Issuing Station or cardholder's supervisor when cardholder's affiliation with the University has ended.
No, lending Mcards for any purpose is not permitted as per University SPG 601.13. Should an Mcard be given to someone else for use and the Mcard becomes lost, it is the original cardholder's responsibility to pay for the replacement of the card. There have been cases where borrowed Mcards were used for fraud and the original cardholders were held responsible. It's just not a good idea no matter how trivial it may seem.
If you have an expired campus Mcard (not from Michigan Medicine) and are still affiliated with the University, take your expired Mcard to an ID Issuing Station for a replacement. Expired Mcards are required to be turned in for a new valid Mcard. A replacement fee will be charged if the expired Mcard is not turned in at the time a new Mcard is produced.
Expired UM Temporary Mcards will require a completed Mcard Request & Change Form (Ann Arbor form link).
Certain new replacement Mcards for contractors, visitors, contracted temps, vendors, etc.) will incur a $4 charge.
At the time a new student, faculty, staff Mcard (5 year expiration) is produced, a new photo of the cardholder will be taken per University policy.
Michigan Medicine Expired Mcards
To replace an expired Mcard for a new Michigan Medicine Mcard, the Key & ID office will require your expired Mcard and a Michigan Medicine ID Card Change & Request form completed by your department administration.
Currently, the ability to obtain student Mcard photos for class rosters is available for the Ann Arbor campus instructors and support staff in Faculty Business in Wolverine Access. The usage of student Mcard photos are governed by the Standard Practice Guide 601.13. It is possible this functionality will be be expanded to the Dearborn and Flint Campuses in the future.
For additional information see Mcard Photo Use Policy.
Are you a department/unit looking for Mcard photos for a department photo roster or other use not listed above? Request the individuals to seek their own Mcard photo by sending an email request to email@example.com using their U-M email account. They will receive their Mcard photo for free. You can then ask them for their photos.
If your department is seeking numerous Mcard photos, please email firstname.lastname@example.org for details.
Your Mcard is a multi-functional card, which provides access to University services and facilities and serves many purposes. On the Ann Arbor campus these include but are not limited to:
Not all University services are available to all cardholders. Please inquire with the service provider for qualifications and other information.
The University of Michigan Athletic Department requires that all students with student season football tickets show their Mcards for entry into Michigan Stadium. It is highly recommended that students who have lost their Mcards obtain a replacement Monday - Friday during normal business hours at an ID issuing station prior to the game.
There are no ID stations open on game day Saturdays! If an Mcard is lost on game day, a replacement card may be obtained at Crisler Center Northeast Box office 2 hours prior to kickoff until halftime for a $20 fee.
Depending on what your card will not do will depend on how the problem is corrected.
Below are some of the most common problems, but not all, Ann Arbor cardholders experience along with instructions for a possible resolution. Please note that EXPIRED Mcards could also cause access problems - take expired Mcard to an ID Issuing Station for replacement.
All phone numbers are area code (734)
Card will not work anywhere it is swiped AND there are scratches on black stripe - take Mcard to an ID Issuing Station
Card is damaged - take Mcard to an ID Issuing Station
Cannot get into own residence hall - contact Housing 763 -8250
Cannot get meals at a residence hall - contact Housing 763 -8250
Cannot spend Blue Bucks funds at readers or merchants - contact Housing 763 -8250
Cannot get into campus academic buildings after hours - contact the specific building access control administrator (usually Facilities Dept)
Cannot get into recreation buildings - contact the Central Campus Rec Bldg 763-3084
Cannot access campus computing sites (ITCS) - email 4HELP@umich.edu and include your uniqname, the 16-digit ID number on the front of your card, the name of any site where you had problems gaining entry, and the date and time of your last Mcard swipe.
Library bar code unreadable - take Mcard to an ID Issuing Station
Cannot access hospital areas - contact the Key & ID Office 763-6376
Cannot access medical school buildings - e-mail Med.School.Facilities@umich.edu with 16 digit card #, name, and location of access problem
Cannot access North Campus Research Complex areas - contact the NCRC Mcard ID station 734 764-9004
Card will not work as ATM/debit card (must be linked to a PNC Bank account prior to usage) - contact PNC 1 888 PNC-BANK
Yes. Due to the technological requirements of the program, there is only one bank affiliated with the Mcard. The University of Michigan selected PNC® Bank through a competitive bid process for its low or no-cost feature-rich bank account and the convenient services that they offer to the University community.
The Mcard is the official University of Michigan ID card. It not only identifies cardholders affiliated with the University, it also is the device that is used to gain access to many services across campus. Two separate services accessed with the black magnetic strip (see below) on the reverse of the Mcard are Blue Bucks and Mcard ATM/debit.
Blue Bucks is an extension to the Housing meal plan. Money (cash or checks) is deposited into a debit account with the Mcard Center. Money can also be applied via Blue Bucks Web site and billed to the Student Account. Cardholders then can spend this money by swiping their Mcards at residence hall copier machines, laundry facilities, cafeterias, snack bars, convenience stores, and vending machines (and some campus vending machines as well). Blue Bucks can also be used at Wendy's®, Subway® and other restaurants in the Michigan Union, Michigan League, Palmer Commons, Pierpont Commons, and University Hospital cafeteria. Using Blue Bucks through the Mcard almost eliminates the need for cash on campus.
Mcard ATM/Debit Card access is possible when the Mcard is linked to a PNC®Bank account. If this is done, the Mcard can be used to withdraw money from the bank account ATMs on campus and ATMs worldwide. The Mcard can also be used to make debit card purchases at hundreds of thousands of debit retailers across the nation. A 4-digit PIN (Personal Identification Number) is used when making transactions at ATMs and debit merchants.
The PNC Visa Debit Card is a separate card from the Mcard and is issued by bank when a University student, faculty, staff or other member opens a bank account. The Visa Debit Card is an ATM/Debit card with a Visa® logo that can be used around the world anywhere Visa® debit cards are accepted, although it is not a credit card. The purchase amount is directly debited from a bank account. This card can also be used in any of the hundreds of thousands of ATMs worldwide.
PNC Bank does not charge annual fees or fees for debit card transactions when using the Mcard or Visa Debit Card. The operator of a terminal may charge a fee for non-Visa®system transactions. Visa Debit Cards used in a non-bank ATM may incur a charge from the owner of that ATM and possibly an ATM fee from PNC Bank (HOWEVER cardholders are allowed 2 non-PNC bank fee ATM transactions per account statement period).
It is highly recommended that people who come to the University from out of state obtain a local bank account. ATM machine surcharges can get expensive if one doesn't have a local bank. And, while most merchants accept out of state checks with proper identification, some do not. Most people from out of town find it more convenient and cost effective to maintain a local checking or savings account to manage their money.
It is also recommended that direct deposit of wages from a job and/or financial aid be established with the local bank account. Direct deposit provides the safety of an electronic deposit without the worries of a paper check lost in the mail and no hassles of waiting in a bank teller line.
Treasurer's Office - Merchant Services
You will receive a monthly statement from the Merchant Acquirer Bank (Worldpay) detailing your sales and your fees. Also, all Worldpay merchants are set up with an automatic feed into the University’s General Ledger. Merchant sales and most fees will be posted to the chartfields that were provided on the Merchant Registration Form sent to Treasury and will appear on your U-M Statement of Activity.
Please refer to SPG 604.01 as the required retention period is dependent upon the source of funds supporting the activity (e.g. sponsored programs retention period is different from non-sponsored programs).
Internal controls provide important benefits to your department and to the University as a whole by improving the quality of accounting information, and it reduces the possibility of mismanagement, error and fraud. Segregation of duties is the cornerstone of internal control. It is a coordinated system of checks and balances in which tasks necessary to complete a transaction either are performed by different individuals, two or more individuals working in tandem, or the tasks are independently reviewed. No one individual should control all aspects of processing a credit card transaction or refund (i.e., reviewing daily batches, reconciling the Statement of Activity and Monthly Merchant Statement from Vantiv).
For further information on internal controls, please see:
SPG 500.1 Fiscal Responsibilities
Yes, you must complete batch processing of all sales receipts at the end of each business day.
In some cases processing credit cards online or through software, batching is automatically done. However, one must verify sales receipts each business day.
The merchant contact should have the MPathways FINPROD access to update merchant authorized users.
Please see pages 3 & 4 of the link below for further details on how to make changes to authorized users.
The Treasurer's Office no longer requires to be notified of these authorized user changes.
Note: If your department/unit also processes deposits (with deposit tickets), these authorized users may also need to be updated in MPathways FINPROD. See page 1 & 2 of the above linked document.
If a customer disputes a credit card sales transaction within 18 months with the credit card issuer, the Merchant will receive paperwork requiring them to respond within a specific period of time. If a chargeback is awarded to the card holder, the merchant will be debited for the credit card transaction amount.
Complete the Merchant Change form, include the 9 digit merchant number, merchant name, physical signature and any other changes. Please attach to an email (preferred method), fax, or mail to the Treasurer's Office - Merchant Services.
You must respond within the timeframe specified on the notification with proof of cardholder authorization for that transaction. Otherwise, the customer will be issued a credit on their card and you will be debited the disputed amount.
If accepting credit cards in person, the first steps are to complete the Merchant Services Policy document and the Merchant Registration Form. Attached completed forms in an email to email@example.com.
Also can forward them via campus email, mail, fax to the Treasurer's Office - Merchant Services, 10090 Wolverine Tower 3003 S State St Ann Arbor, MI 48109-1283
Fax: 734 763-2201
Departments/units who wish to accept credit cards through their a web site or computer software must first schedule a meeting with Matt Deseck (734 615-2103) or Dave Doyle (734 647-7440) in the Treasurer’s Office. If appropriate, the unit would then complete this Merchant Internet Registration Form instead of the regular Merchant Registration Form.
No, the person who processes the sale cannot process the return without the documented approval of designated individual in section 7 of the Merchant Services Policy document to authorize credit refunds. Supervisory approval of all credit refunds is required. A common form of fraud is for an employee to process credits to their own personal credit card(s).
Yes, you need to schedule a meeting by sending an email to firstname.lastname@example.org in the Treasurer’s Office first before completing any Merchant Registration forms. The Treasurer’s Office needs to verify that the third party gateway provider that you selected for Web based transactions is PCI compliant and is compatible with U-M's processor.
No. The card associations do not normally permit cash refunds for any credit card transactions. The only exception to this rule is if the purchase was made with a prepaid card (e.g. Visa or Mastercard gift card) and the cardholder is returning items, but has discarded this card, you may give a cash refund, have a check issued through U-M Accounts Payable or in-store credit.
Visa, Mastercard, Amex and Discover collaborated to create common industry security requirements that each Merchant must comply with. These requirements are referred to in the Payment Card Industry as the PCI Data Security Standard (PCI DSS). The standard applies to all payment methods, including retail (brick and mortar), mail/telephone order, and e-commerce.
And, the standard is also applicable to non-university entities that are using the University systems to process transactions. The PCI Data Security Standard offers a single approach to safeguarding sensitive data for all card brands (including American Express, Discover and JCB).
All U-M merchants must abid by the PCI DSS compliance which includes annually completing the MyLINC TME102 Merchant Certification and PCI Self-Assessment Questionnaire (SAQ) on the TrustKeeper website.
A Merchant shall not process a credit transaction without having completed a previous purchase transaction with the same cardholder and the same credit card. The only exceptions to this rule is:
1. if the purchase was made with a prepaid card (e.g. Visa or Mastercard gift card) and the cardholder is returning items, but has discarded this card, you may give a cash refund, have a check issued through U-M Accounts Payable or in-store credit.
2. if the original transaction was processed on a Worldpay credit card terminal and the cardholder has lost the original credit card. A credit up to the original purchase amount may be refunded to a new credit card in the same person's name.
In all cases, credits/refunds must be approved/documented by a designated approver (listed on the merchant policy document).
It usually takes between 2-3 weeks to get your merchant account and credit card terminal, if applicable.
U-M's credit card processing bank, Worldpay, can expedite merchant account opening to about a one week for a $100 fee. Contact email@example.com for additional info.
FIRST: Notify firstname.lastname@example.org immediately and provide full details of the situation. The Treasurer's Office will respond with any further steps required.
Also as reference the Standard Practice Guide 601.25 outlines the regular incident reporting policy for all University units. Note: Wait for a response from Treasury.
You should contact the Treasurer’s Office at email@example.com or 734 615-6123 and tell them what problems you are experiencing. Treasury will attempt to assess the problem and if necessary order you a new credit card terminal. There is a reduced charge for replacement terminals ordered through Treasury instead of the Worldpay support center!
A merchant is required to retain legible copies of credit card receipts for up to 18 months in order to satisfy any disputes/chargebacks. These receipts should be kept in a locked file cabinet or safe. After the 18 month period has expired, the credit card receipts should be shredded in order to protect cardholder information (refer to PCI DSS Requirement 9.1).
Treasurer's Office - Treasury Services - Funds Movement
Yes, complete the wire transfer form and indicate that it is foreign payment, the foreign currency required and the SWIFT for the beneficiary bank. See Electronic Vendor Payment step-by-step procedure
In most cases, approved wires will be sent within 10 business days.
A wire is a real-time method of transferring immediate funds and supporting information between two financial institutions and is relatively expensive to use. An ACH is similar to a wire transfer only it uses a batch-process. Transactions received by the bank are processed in batches and funds are not available in the beneficiary account until the next business day. ACH transfers are less expensive than wire transfers.
This 9-digit number is used by the banking system to route a check or electronic payment to the drawee or beneficiary bank.
The Society for Worldwide Interbank Financial Telecommunications (S.W.I.F.T) is the major international interbank telecommunications network that transmits international payment instructions. A SWIFT code identifies a specific financial institution within the SWIFT network.
The following information will be needed to ensure proper recording of your deposit, which is done by Shared Services Center - Accounts Receivable: * Chartfield(s) to which the funds should be applied; * Amount of funds being sent; * Estimated date of funds transfer; * Sender’s name and any other pertinent information that may help us route the funds to the appropriate destination, such as student ID, vendor ID, etc. The bank account that will receive the wire transfer is dependent upon the type of transaction being deposited. Please contact the Treasurer’s Office for further direction on the details necessary to complete the transfer.
Treasurer's Office - Treasury Services - Supplier Check Writing
Contact Accounts Payable Customer Service Desk in the Shared Services Center (734) 615-2000.
Yes, checks going to foreign countries are sent out airmail. Checks to Canada and Mexico are metered at the correct postal rate for these countries.
No, the only official distribution used for checks is the U.S. Postal Service.
We have no affiliation with the U.S. Post Office and do not know what their work schedule or workload might be at any given time.
No, vendor checks must be processed with the available Accounts Payable internal controls.
Supplier Maintenance takes care of all supplier related needs and issues. Any questions related to vouchers, their creation or payment, as well as supplier information and numbers should be directed to Accounts Payable, the Accounts Payable Customer Service Desk in the Shared Services Center (734) 615-2000.
The Checkwriting area in the Treasurer's Office has no control or part in the processing of either type of voucher. Any questions related to vouchers, their creation or payment, as well as supplier information and numbers should be directed to Accounts Payable, the Accounts Payable Customer Service Desk in the Shared Services Center (734) 615-2000.
Check and ACH payment cycles are run on a daily basis, with the exception of University of Michigan holidays and Federal Reserve Bank holidays. Checkwriting is also closed for the winter season days, which usually run from December 26th through the 31st. Checks are sent out in the U.S. mail the day they are written and ACH payment files are also submitted to JP Morgan Chase Bank daily. ACH payments may take an additional day to appear in a bank account.