funds due to the University should be received and receipted in
the Cashiers Area. However, departmental receipting may be necessary
and subsequently feasible. Prior approval from the Comptroller's
Office must be granted before commencement of any departmental receipting.
Each department must develop its own cash collection procedures
in coordination with the Cashiers Area. The collection procedures
will be kept on record in the Cashiers Area of the Business Office.
of revenue collected:
related revenue (tuition, fees, graduation fees, transcript fee,
clinic, emergency tuition loans, book emergency loans, and returned
items) are received, receipted, and recorded in the Student Information
System (SIS) in the Cashiers Area of the Business Office. Parking permits and fines are
primarily receipted at the University Police Department. Library
fines are primarily receipted at the University Library.
continuing education course monies are received and receipted at
the Continuing Education Department.
Grants and Contracts
revenue is received, receipted, and recorded in the Cashiers Area of the Business Office
based on Grants and Contracts instructions.
Gifts and Donations
revenue is received and receipted in the Office of Institutional
Advancement Office. The Office maintains their records on the Black
baud system. The system records dates, amounts, description, account
numbers, and the source of payment. A copy of the report along with
the monies are transmitted to the Cashiers' Area for receipt of funds.
Third Party Billing
a. Third Party Billing for student related items are under the authority
b. Third Party Billings for non-student related items are under the
authority of the
a. Refunds of expense for expenditures paid with state monies items
returned back to the State Treasury.
b. Refunds of expense for expenditures paid with local monies are
returned back to the local account.
department will be offered three receipting options:
receipt will be issued to all payers. At a minimum, the receipt will
2. name(s) of the payer(s)
4. prices per unit
5. amount due
6. amount paid
7. balance remaining
8. source(s) of payment
9. a signature of the person receiving the payment
10. departmental account the monies will be deposited to
11. a brief description
12. reason or description if receipt is voided
receipt will be issued utilizing SIS or a sundry receipt. The Cashiering
Area will issue the receipt books upon request, maintain a record
of assigned receipt books, monitor used, and voided receipts.
cash register should be equipped with codes to identify type of receipts,
overages and shortages, specific cashier identifiers, and provide
daily, monthly and yearly readings. Cash registers are recommended
for small frequent receipting.
C. Admission tickets
may be purchased by the departments and must be pre numbered. However,
unissued tickets must be remitted to the Cashiering area for disposal.
If necessary, unissued tickets may be scheduled for future use and
an inventory of tickets on hand will be submitted to the Cashiering
area on August 31 of each year. The Cashiering area will keep a genetic
type of ticket and will issue upon request, maintain a record of assigned
tickets, monitors used, and voided tickets.
addition to System regulations, the Cashier Area must advise departments
on type of facilities that are adequate for the securing of funds.
For nominal amounts (less than $100) a lock desk drawer or filing
cabinet may be used for funds kept in a department overnight. For
amounts more than $100, a small vault/safe with a lock combination
should be purchased.
transmittal of collections to Fiscal Department:
All monies should be deposited daily at the Cashiering area. Departments
collecting nominal amounts of monies are exempt from the daily deposit
requirement. However, a deposit must be made at least once every three
business days regardless of the amount or if the daily deposit is
$200 or more.
(reconciliation) sheet must accompany each deposit. The balance
sheet forms are available at the Cashier Area. The balance sheet
at a minimum will note:
1. denominations of monies,
and ending receipt or ticket numbers,
4. comparison of monies receipted
to monies collected,
5. shortages or overages,
must be reported to the University Police Department and the balance sheet must accompany the police report.
events held after normal business hours, holidays, and weekends will
follow different requirements for transmittal of collections to the
fiscal department. Monies collected and a balance sheet will be placed
in a locked money bag issued by the Cashier Area and placed in the
night depository box (lock box) located in the Cashier Area. The department
will maintain custody of the key until the next business day. Arrangements
will be made to deposit the funds at the Cashier Area at that time.