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Published byEvelyn Flowers Modified over 9 years ago
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A cash item is any of the following: 1. Currency 2. Coins 3. Checks 4. Cashiers Checks 5. Money Orders 6. Travelers Checks
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All cash items received must be recorded and immediately deposited as follows: 1. Deposit within 24 hours if total receipts exceed $200. 2. Weekly deposit is required for total receipts of less than $200. (Unless instructed by the Comptroller’s Office to deposit more frequently)
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Items must be properly secured preferably in a departmental safe or in a locked file cabinet, desk, or cash box Amount StoredPreferred MethodAcceptable Method Unacceptable Less than $100Locked Desk or File Cabinet Locked BoxNot Secured $100-$200Night Depository or Safe Locked Desk or File Cabinet Locked Box or Not Secured Over $200Night Depository or Safe Locked desk, Locked File Cabinet, Locked Box or not secured
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Put currency in order by denomination (Smallest to Largest) with adding machine tape attached of total amount of cash and coins Checks need to be added twice with adding machine tape and included in deposit for accuracy If you need currency or coin wrappers check with the Cashier’s Office
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Restrictively endorse checks immediately upon receipt Issue a receipt for every currency transaction and for checks if possible. Ensure all transfers of cash items between persons and the Cashiers Office are documented
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Take all deposits to the Cashier’s Office by 4:30 PM Do not take your deposit directly to the bank yourself. The cashiers office is the ONLY designated place where deposits can be made. College related business MUST be run through the college’s cashiers office. No checking accounts using the college’s name or tax identification number are allowed under any circumstances.
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Don’t send currency or coin through campus mail Don’t make disbursements from deposit receipts Do limit access to cash items to the minimum number of people Don’t mix college and personal funds Don’t make stops, layovers or take funds home with you when depositing
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Counter check (new accounts) make sure proper identification is on the check- Name, Mailing Address, Phone Number Make sure check has been properly signed and filled out correctly Verify numerical amount and written amount are the same and in the acceptable format All checks must be made payable to UVA-Wise (Include Organization or Group Name) Example- UVA Wise RHA The college DOES NOT accept credit card checks under any circumstance
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All college depositors must restrict the placement of all endorsements either written or stamped to within 1 ½ inches of the trailing edge of the back of the check Endorse all checks For Deposit Only University of Virginia’s College at Wise.
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For help with deposits contact Katherine Stallard at ks3c@uvawise.edu or at 328-0108ks3c@uvawise.edu For help with accounts contact Natasha Papuckoski nkh4s@uvawise.edu or at 376-4675nkh4s@uvawise.edu
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