Bowling Green State University

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1 Bowling Green State University Version 1.0 4/27/2012 PREPARED BY: Lisa Calcamuggio Campus Solutions Business Process Training Documentation Page No. 1

2 Table of Contents Objectives... 3 Contacts... 3 Overview... 3 Security... 4 Policies... 4 Process Steps Form 8300 Notification... 5 Process Steps Form 8300 Completion... 6 Process Steps Form 8300 Submission Inquire Options Report Options BG@100 Campus Solutions Business Process Training Documentation Page No. 2

3 Objectives The purpose of this document is to detail the processes associated with reporting cash related transactions of $10, and over to the IRS using IRS Form If a customer exceeds $10, in accumulated cash-equivalent payments within a 365-day time period, an IRS Form 8300 must be submitted within 15 days of the transaction that caused the total to exceed $10, Contacts Office of the Bursar: Brenda Holderman Bursar 132 Administration Building Bowling Green State University Bowling Green, OH Overview Pursuant to the IRS, Each person engaged in a trade or business who, in the course of that trade or business, receives more than $10,000 in one transaction or in two or more related transactions, must file Form 8300 IRS Form 8300 page 3. CashNet provides notification to the cashier upon completion of any transaction taking the customer s cash total over $10,000. The cashier will complete the Form 8300 and notify the Bursar so the form can be submitted within 15 days of the transaction. BG@100 Campus Solutions Business Process Training Documentation Page No. 3

4 Security Only authorized individuals, with the security roles listed below, will have Access Form 8300 Management security in CashNet with the ability to perform business processes associated with IRS Form ADMIN3 LEAD2 SYSADM Administrative Supervisor Lead Cashier System Administration Policies The Office of the Bursar will complete the IRS Form 8300 pursuant to the instructions provided by the IRS. The IRS has created a page on IRS.gov for information about Form 8300, at BG@100 Campus Solutions Business Process Training Documentation Page No. 4

Form 8300 - Notification Upon completion of a transaction that takes a student s cash deposit total over $10,000.

5 Form Notification Upon completion of a transaction that takes a student s cash deposit total over $10,000.00, the following notification screen will appear in CashNet advising that a Form 8300 needs to be completed for the student. Click the link to access the IRS Form BG@100 Campus Solutions Business Process Training Documentation Page No. 5

6 Form 8300 Completion Complete Parts I, III and IV of the form as instructed by the IRS guidelines starting on page 3 of the Form. BGSU will not complete the form for transactions conducted for department deposits, and therefore will not need to complete Part II or Page 2, Parts I or II of the form. BG@100 Campus Solutions Business Process Training Documentation Page No. 6

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11 Form 8300 Submssion After the form is completed, the cashier will save the form on the Bursar shared drive at R:\Bursar\F8300. The cashier will then notify the Bursar that a form is available for approval and submission. The Bursar will then review the form, and if approved, print and sign where indicated. The form will then be mailed to the Internal Revenue Service, Detroit Computing Center, P.O. Box 32621, Detroit, MI In order to clear the record from CashNet, log on to CashNet, and select Form 8300 from the Home Page. BG@100 Campus Solutions Business Process Training Documentation Page No. 11

12 Any transactions that have not been submitted will appear. Select the ID for the transaction that has just been completed and click submit. Inquire Options To verify that all forms have been submitted, log on to CashNet, and from the home page select Form 8300 to verify there are no outstanding forms. Campus Solutions Business Process Training Documentation Page No. 12

13 Report Options CashNet has developed a From 8300 Submission Date Report with detailed submission history. The report can be requested for any time period and can include Customer Code (Employee ID), Customer Name, Submission Date, Submission Time, Submission Operator, Total Amount and the Transaction Business Date, Transaction Number, and Due Date. From the CashNet home screen, click on Reports. BG@100 Campus Solutions Business Process Training Documentation Page No. 13

14 From the reports page, select the Submission Date Report from the Form 8300 Reports: Enter the desired date range: Campus Solutions Business Process Training Documentation Page No. 14

15 Select Customize to view or change the criteria for the report: The results of the report are as follows: Campus Solutions Business Process Training Documentation Page No. 15

How to enroll in a payment plan for the tuition and fee bill

How to enroll in a payment plan for the tuition and fee bill Payments must be made via automatic payment (ACH) from a regular U.S. checking or savings account or U.S. credit/debit card. A nonrefundable