All departments collecting monies on behalf of
the University must meet the following criteria:
- Approval of the Business Affairs Office for the
fee or activity generating the revenue.
- Approval of the Treasurer's Office for the
procedures used to receipt, safeguard, and deposit revenues.
Departments receiving more than $100.00 per day
are required to make daily deposits. Departments receiving less than $100.00 per day are
required to make deposits when they accumulate $100.00, or weekly, whichever comes first.
Selective departments that receive significant
revenue may be authorized to make deposits directly to the University's bank. Contact the
University Cashiers Office for further information or authorization.
Transmittal Deposits received in the University
Cashiers Office represent activity between the department and the
bank. The Treasurer's Office only facilitates the transfer of the unopened, locked bank
bag. The University Cashiers Office receives the deposit slips with the transmittal bank
bag and receipts these deposits per departmental direction.
All departments should use the official
University Cashiers Office Cash Receipt Transmittal document.
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The transmittal document must include:
- amount per category, company cost center, and account number
- total deposit
- amount of checks and cash (separate deposit must be made for credit cards)
- a short description of the activities generating the funds
- the initials of the person preparing the transmittal document.
- department budgetary unit code, i.e., TREA for Treasurer's Office
A representative making a departmental deposit
must wait until the deposit has been verified and receipted by the University Cashiers Office. Any
discrepancy in deposits is recorded as cash over/short, which will appear on the
Departmental Budget Report (DBR).
Under no circumstances are deposits to be forwarded to
the University Cashiers Office through Campus Mailing Services.
Departments are responsible for verifying the
deposit activity with their DBRs on a monthly basis. All discrepancies are to be brought
to the attention of the University Cashiers Office in a timely manner; otherwise, the
errors could result in the loss of funds for the department.
Departmental change orders are filled at First Security Bank on campus at
640 North Garland, Suite 106.