OFFICE OF STUDENT & DEPARTMENTAL ACCOUNT SERVICES Department Transmittal Training

Web site Policies-Procedures CMP 300 Deposit of University Funds

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

A standardized transmittal form is available on the Comptroller’s website. 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.

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

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 For Grants: POST AWARD ACCOUNTING

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

Bottom portion Please note areas in RED.

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

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