University Funds Deposit Procedures and Transmittal Form Guidelines

OFFICE OF
STUDENT  & DEPARTMENTAL
ACCOUNT SERVICES
Department Transmittal
Department Transmittal
Training
Training
 
Web site
Policies-Procedures
http://nau.edu/Comptroller
 
 
CMP 300
Deposit of University Funds
 
 
U
n
i
v
e
r
s
i
t
y
 
f
u
n
d
s
 
a
r
e
 
t
o
 
b
e
 
d
e
p
o
s
i
t
e
d
 
d
a
i
l
y
 
w
i
t
h
 
S
t
u
d
e
n
t
a
n
d
 
D
e
p
a
r
t
m
e
n
t
a
l
 
A
c
c
o
u
n
t
 
S
e
r
v
i
c
e
s
 
(
S
t
u
d
e
n
t
 
A
c
c
o
u
n
t
s
)
w
h
e
n
e
v
e
r
 
t
h
e
 
s
u
m
 
o
f
 
$
5
0
0
 
o
r
 
m
o
r
e
 
i
n
 
C
A
S
H
 
a
n
d
/
o
r
$
2
,
0
0
0
 
o
r
 
m
o
r
e
 
I
N
 
C
H
E
C
K
S
 
i
s
 
a
c
c
u
m
u
l
a
t
e
d
.
 
F
u
n
d
s
 
l
e
s
s
t
h
a
n
 
$
5
0
0
 
C
A
S
H
 
a
n
d
/
o
r
 
$
2
,
0
0
0
 
I
N
 
C
H
E
C
K
S
 
m
a
y
 
b
e
a
c
c
u
m
u
l
a
t
e
d
 
f
o
r
 
u
p
 
t
o
 
f
i
v
e
 
w
o
r
k
i
n
g
 
d
a
y
s
.
In other words, a deposit is required whenever $500 IN
CASH and/or $2,000 IN CHECKS is accumulated, or five
business days pass, whichever occurs first.
Under no circumstances should the department hold
university funds for longer than five working days from the
date of collection. Deans, Department Chairs, Directors,
and Fund Custodians who receive funds
 
A standardized transmittal form is
available on the
Comptroller’s website.
http://nau.edu/Comptroller
Go to Forms – Deposit Transmittal
 
We are asking 
All
 departments to use
this form in order to reduce confusion and
errors.   Using the transmittal form will ensure
the funds are deposited into your accounts in a
timely manner.
 
Sample
Department
Transmittal
form
 
 
Top Portion
Be sure to fill out every part.
The date will auto fill.
 
Middle Section
Target area
 
Check numbers
need to be
submitted with
your transmittal.
You can use the
comment
section, or list
the names and
check numbers
on a separate
piece of paper to
send with the
transmittal.
 
Please verify chart fields prior to submitting your deposit.
 
Invalid 
Chart
 Field
or Combination
 
An invalid chart field error can be displayed when Student
Accounts is entering your transmittal.
 
To prevent this issue from holding up your deposit, verify
in PeopleSoft Financials that the budget line has been set
up.  If you are unsure contact the 
Accounting Manager
in the Comptroller’s office.
 
Remember Grants have end dates that may have to be re-
instated if they are inactive.
 
T
o
 
v
e
r
i
f
y
 
y
o
u
r
 
C
h
a
r
t
 
F
i
e
l
d
 
C
o
m
b
i
n
a
t
i
o
n
 
g
o
t
o
:
P
e
o
p
l
e
 
S
o
f
t
 
F
i
n
a
n
c
i
a
l
s
M
a
i
n
 
M
e
n
u
S
e
t
 
u
p
 
F
i
n
a
n
c
i
a
l
/
S
u
p
p
l
y
 
C
h
a
i
n
C
o
m
m
o
n
 
D
e
f
i
n
i
t
i
o
n
s
D
e
s
i
g
n
 
C
h
a
r
t
F
i
e
l
d
s
C
o
m
b
i
n
a
t
i
o
n
 
e
d
i
t
i
n
g
R
e
v
i
e
w
 
C
o
m
b
i
n
a
t
i
o
n
 
D
a
t
e
 
Group:  STUDENT       Dept:                 Account:
Enter:  FUND
Or you can just enter the Fund and Dept. and Search.
This will  bring up all the accounts that the cashiers can
use to post a payment under specific PS Dept.
 
If you need additional help setting up your Chart
Field Combination contact:
 
 
BUDGET OFFICE                            928 523-5667
 
For Grants:
POST AWARD ACCOUNTING 
 
    928 523-6089
 
Bottom Portion
The 
target
 total and
tender
 total of the
transmittal should
always match.
T
a
r
g
e
t
T
e
n
d
e
r
 
Bottom portion
 
Please
note
areas in
RED
.
 
Bottom Portion
 
Two signatures are required with
phone numbers.
 
P
l
e
a
s
e
 
n
o
t
e
 
t
h
e
 
a
r
e
a
 
i
n
 
R
E
D
 
If there is an error on the transmittal we
must have two people to call.
 
Signing this document indicates that both
parties have verified this deposit.
 
 
NEW TRANSMITTAL FORM
 
 
Do not re-use copies
of the
transmittal form.
 
The gray
cashier use only
area becomes so dark
we can’t enter our
verification info.
 
 
Please do
not staple
your cash
or checks
to the
transmittals.
ENVELOPES
We have 
FREE
 bank
 envelopes that you can
place your cash/coins
in. We would be
happy to send you
some.
 
 
 
 
 
Print the name of the fund code so we
have a legible name if we have a
problem with the transmittal.
 
Without a legible name and contact
number your deposit may not be
completed in a timely manner.
 
 
 
CHECKS
 
Make sure the checks you send have been
endorsed.
Please
 
provide us a list with the check #’s
and amounts to aid us in tracking any
returned checks.
The bank will deposit the amount that is
written out on the legal line, so make sure
it is the same as the numeric line.
 
Numeric line
 
 
 
 
 
Legal line
     
Credit Cards
processed by Student Accounts
Please limit credit cards to 20 per transmittal, when
sending them to Student Accounts to be processed.
Please include the CC#, expiration date,
 
3 or 4 digit security #, as well as the individual
cardholders name, signature, phone number and zip
code.
 
IMPORTANT
 
These rules and regulations must be adhered
to as the department/unit or the university
may be subject to severe financial penalties
for failure to comply.
 
We must at all times ensure the security of the
cardholder data processed via the merchant
account number.
 
 
 
Pre-Deposits
 
A Pre-Deposit is a credit card
that is processed by your department.
 
Student Accounts needs to have the
“deposit report” 
from your credit card terminal
 
in order to properly put in the correct data.
American Express is posted differently
from the other credit cards.
 
PRE-DEPOSITS
 
Please do not send the detail report that
includes the CC numbers.
 
 
Make sure your copy is legible and indicate
whether it  is VI/MC/Discover or Amex.
 
Copy of unreadable receipt
We need to be able to read the dollar amount
as well as know if the pre deposit was posted to
Visa/MasterCard/Discover or AMEX.
HELP!
 
COINS
 
If you need coin wrappers, drop us a
If you need coin wrappers, drop us a
note with your transmittal and we’ll
note with your transmittal and we’ll
send some your way.
send some your way.
 
We cannot accept foreign coins.
We cannot accept foreign coins.
 
Please don’t tape your coins on a
Please don’t tape your coins on a
piece a paper
piece a paper
 
A locking bank bag or sealed plastic bank bag must be
used to transport the cash, checks, credit card
settlement and deposit transmittal forms.
Bags must have the department name and box number
clearly visible on the outside.
CMP307 – Comptrollers Policy
A locking bank bag or sealed plastic bag must be used
to transport the cash, checks, credit card settlement and
deposit transmittal forms.
Bags must have the department name and box number
clearly visible on the outside.
CMP307 – Comptrollers Policy
 
LOCKED BANK BAGS
 
If you need a new bank
bag, e-mail your
request to:
 
nau.edu/cashiers
 
Include the number of
bags you need as well
as which fund code
you want us to
charge.
 
The bags are $25.00
each
 
Comptroller Policy - CMP 307
 
It is required that 
two
 people accompany the departmental
deposit from their office to the nearest depository.
This will ensure a witnessed chain of custody.
A video surveillance camera is located at each drop box for
your safety and to verify that a drop was made.
 
Loomis
 
will only 
. . .
 
pick up a locked bank bag
from the following locations:
 
duBois
Student Union
Campus Health
*A depository is also available in Gammage
 
 Do not put a deposit in an inter office envelope.
SECURE YOUR FUNDS
 
DO NOT SEND YOUR TRANSMITTAL THROUGH
NAU POSTAL SERVICE
 
*
Contact Student Account cashier office nau.edu/sdas for
combination to the drop boxes.
 
PROBLEMS
 
If our office encounters a problem with your deposit,
we will contact you to see if we can solve the problem
over the phone.
 
Some problems will require you to pick up the bag in
our office for correction.  We cannot return a bag with
checks , cash or credit card information through NAU
postal service.
Two people must pick up and transport the problem
bag.
 
Wrong Account?
If you discover a deposit has been posted to the wrong
account, our office is 
unable
 to move your money.
You need to request a transfer of funds with the Comptrollers
office.
http://nau.edu/Comptroller/Forms/#Transfer
Fund Transfer Form
Transfers involving grant accounts should be sent to Post Award
Accounting Services regardless of amount (Box 4070).  If the amount to
be transferred is over $5,000 and does not involve grant accounts, the
transfer needs to be routed to the Budget Office (Box 4118).  The Budget
Office will forward the form to the Comptroller's Office.
 
FINALLY. . .
 
Please know our office is here to assist
you with any questions or concerns
so please do not hesitate to
contact us at:
 
Cashiers@nau.edu
Slide Note
Embed
Share

Deposit university funds daily with Student and Departmental Account Services according to set thresholds. Utilize the standardized transmittal form provided to ensure accurate and timely processing. Follow guidelines for filling out the form and verifying chart fields to avoid deposit delays. Learn how to address invalid chart field errors and find support when needed.

  • University Funds
  • Deposit Procedures
  • Transmittal Form
  • Financial Management
  • Guidelines

Uploaded on Sep 26, 2024 | 0 Views


Download Presentation

Please find below an Image/Link to download the presentation.

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.

E N D

Presentation Transcript


  1. OFFICE OF STUDENT & DEPARTMENTAL ACCOUNT SERVICES Department Transmittal Training

  2. Web site http://nau.edu/Comptroller Policies-Procedures CMP 300 Deposit of University Funds

  3. University funds are to be deposited daily with Student and Departmental Account Services (Student Accounts) whenever the sum of $500 or more in CASH and/or $2,000 or more IN CHECKS is accumulated. Funds less than $500 CASH and/or $2,000 IN CHECKS may be accumulated for up to five working days. In other words, a deposit is required whenever $500 IN CASH and/or $2,000 IN CHECKS is accumulated, or five business days pass, whichever occurs first. Under no circumstances should the department hold university funds for longer than five working days from the date of collection. Deans, Department Chairs, Directors, and Fund Custodians who receive funds

  4. A standardized transmittal form is available on the Comptroller s website. http://nau.edu/Comptroller Go to Forms Deposit Transmittal We are asking All departments to use this form in order to reduce confusion and errors. Using the transmittal form will ensure the funds are deposited into your accounts in a timely manner.

  5. Sample Department Transmittal form

  6. Top Portion Be sure to fill out every part. The date will auto fill.

  7. Middle Section Target area Check numbers need to be submitted with your transmittal. You can use the comment section, or list the names and check numbers on a separate piece of paper to send with the transmittal. Please verify chart fields prior to submitting your deposit.

  8. Invalid Chart Field or Combination An invalid chart field error can be displayed when Student Accounts is entering your transmittal. To prevent this issue from holding up your deposit, verify in PeopleSoft Financials that the budget line has been set up. If you are unsure contact the Accounting Manager in the Comptroller s office. Remember Grants have end dates that may have to be re- instated if they are inactive.

  9. To verify your Chart Field Combination go to: People Soft Financials Main Menu Set up Financial/Supply Chain Common Definitions Design ChartFields Combination editing Review Combination Date

  10. Group: STUDENT Dept: Account: Enter: FUND Or you can just enter the Fund and Dept. and Search. This will bring up all the accounts that the cashiers can use to post a payment under specific PS Dept.

  11. If you need additional help setting up your Chart Field Combination contact: BUDGET OFFICE 928 523-5667 For Grants: POST AWARD ACCOUNTING 928 523-6089

  12. Bottom Portion The target total and tender total of the transmittal should always match. Target Tender

  13. Bottom portion Please note areas in RED.

  14. Bottom Portion Two signatures are required with phone numbers. Please note the area in RED

  15. If there is an error on the transmittal we must have two people to call. Signing this document indicates that both parties have verified this deposit.

  16. NEW TRANSMITTAL FORM Do not re-use copies of the transmittal form. The gray cashier use only area becomes so dark we can t enter our verification info.

  17. View image detail Please do not staple your cash or checks to the transmittals.

  18. ENVELOPES View image detail We have FREE bank envelopes that you can place your cash/coins in. We would be happy to send you some.

  19. Print the name of the fund code so we have a legible name if we have a problem with the transmittal. Without a legible name and contact number your deposit may not be completed in a timely manner.

  20. CHECKS Make sure the checks you send have been endorsed. Pleaseprovide us a list with the check # s and amounts to aid us in tracking any returned checks. The bank will deposit the amount that is written out on the legal line, so make sure it is the same as the numeric line.

  21. Numeric line Legal line

  22. View image detail Credit Cards processed by Student Accounts Please limit credit cards to 20 per transmittal, when sending them to Student Accounts to be processed. Please include the CC#, expiration date, 3 or 4 digit security #, as well as the individual cardholders name, signature, phone number and zip code.

  23. IMPORTANT IMPORTANT These rules and regulations must be adhered to as the department/unit or the university may be subject to severe financial penalties for failure to comply. We must at all times ensure the security of the cardholder data processed via the merchant account number. These rules and regulations must be adhered to as the department/unit or the university may be subject to severe financial penalties for failure to comply. We must at all times ensure the security of the cardholder data processed via the merchant account number.

  24. Pre-Deposits A Pre-Deposit is a credit card that is processed by your department. Student Accounts needs to have the deposit report from your credit card terminal in order to properly put in the correct data. American Express is posted differently from the other credit cards.

  25. PRE-DEPOSITS Please do not send the detail report that includes the CC numbers. Make sure your copy is legible and indicate whether it is VI/MC/Discover or Amex.

  26. Copy of unreadable receipt We need to be able to read the dollar amount as well as know if the pre deposit was posted to Visa/MasterCard/Discover or AMEX. HELP!

  27. COINS View image detail If you need coin wrappers, drop us a note with your transmittal and we ll send some your way. We cannot accept foreign coins. Please don t tape your coins on a piece a paper

  28. https://encrypted-tbn3.gstatic.com/images?q=tbn:ANd9GcTRLRhATmW1lQPjw1ZBMQFcrc2BwTGjPJlA3zvx5FXU4DFzm9fbfNLDNQhttps://encrypted-tbn3.gstatic.com/images?q=tbn:ANd9GcTRLRhATmW1lQPjw1ZBMQFcrc2BwTGjPJlA3zvx5FXU4DFzm9fbfNLDNQ A locking bank bag or sealed plastic bank bag must be used to transport the cash, checks, credit card settlement and deposit transmittal forms. Bags must have the department name and box number clearly visible on the outside. CMP307 Comptrollers Policy

  29. LOCKED BANK BAGS If you need a new bank bag, e-mail your request to: View image detail nau.edu/cashiers Include the number of bags you need as well as which fund code you want us to charge. The bags are $25.00 each

  30. Comptroller Policy - CMP 307 It is required that two people accompany the departmental deposit from their office to the nearest depository. This will ensure a witnessed chain of custody. A video surveillance camera is located at each drop box for your safety and to verify that a drop was made. https://encrypted-tbn0.gstatic.com/images?q=tbn:ANd9GcRTJmjMXuPq8EfjlToGucbWwQJIEsATYmrgLwJP_irR4jMMjvXyrwHfhq4

  31. Loomiswill only . . . pick up a locked bank bag from the following locations: duBois Student Union Campus Health *A depository is also available in Gammage Do not put a deposit in an inter office envelope. SECURE YOUR FUNDS DO NOT SEND YOUR TRANSMITTAL THROUGH NAU POSTAL SERVICE *

  32. PROBLEMS If our office encounters a problem with your deposit, we will contact you to see if we can solve the problem over the phone. Some problems will require you to pick up the bag in our office for correction. We cannot return a bag with checks , cash or credit card information through NAU postal service. Two people must pick up and transport the problem bag.

  33. Wrong Account? If you discover a deposit has been posted to the wrong account, our office is unable to move your money. You need to request a transfer of funds with the Comptrollers office. http://nau.edu/Comptroller/Forms/#Transfer Fund Transfer Form Transfers involving grant accounts should be sent to Post Award Accounting Services regardless of amount (Box 4070). If the amount to be transferred is over $5,000 and does not involve grant accounts, the transfer needs to be routed to the Budget Office (Box 4118). The Budget Office will forward the form to the Comptroller's Office.

  34. FINALLY. . . Please know our office is here to assist you with any questions or concerns so please do not hesitate to contact us at: Cashiers@nau.edu

More Related Content

giItT1WQy@!-/#giItT1WQy@!-/#giItT1WQy@!-/#giItT1WQy@!-/#giItT1WQy@!-/#giItT1WQy@!-/#giItT1WQy@!-/#giItT1WQy@!-/#giItT1WQy@!-/#giItT1WQy@!-/#