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This section concerns the Accounting and Accounts Receivable
as well as business activities of Cashier's Office of Clark University such as deposits, check cashing, student awards, and employee purchase of stamps. |
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Deposits to the
Cashier's Office
Purpose
To communicate the policies and procedures for
departments receiving cash, checks, or credit card transactions intended for the
University.
Overview
All payments to departments should be made directly to
the University Cashier’s Office. Certain
departments and activities are permitted to accept payments for cash sales.
Departments may make deposits to the Cashier’s Office for income within
that department. In order to do so,
they must document the amount to be deposited on a Remittance form.
Completing
the Remittance Form
- The top
section of the form must include the date, the department for which the deposit
is being made, and the name and extension number of the employee submitting the
deposit. This information enables
the Cashier to contact the employee in the case of errors in providing wrong
account information on the remittance, or if the amount included for deposit is
inaccurate.
- A
description of each deposit to a particular account must be included in the
middle section titled “description.” Money
to be deposited into separate accounts may be included on one requisition, as
long as the distribution of deposits into the account is clear.
- Requisite
on the remittance form along with the deposit is the appropriate Fund code
(FUND), or Organization Number (ORG) for the money to be deposited in the right
account. An Account Number must be
provided where appropriate. Index
numbers may also be provided a shortcut to a commonly used accounting string.
- The total
type of tender must be calculated and indicated at the bottom of the remittance;
the amount of checks, cash, and/or charges must be entered in the designated
boxes. The total amount of the
deposit must also be entered in the appropriate box.
Cash Handling Instructions
- Never send cash through the mail. If
a cash deposit is to be made, please walk it to the Cashier’s
Office during normal business hours (9:30am-4:00pm). Upon
receipt of the deposit, the Cashier will count the cash to verify the amount on
the remittance form, and return the yellow copy after stamping, dating, and
signing it.
- Departments
sending over large amounts of money to deposit may request the service of a
University Police escort if they feel unsafe carrying such large amounts in person.
- All
checks must be stamped on the back with the department’s name.
If a stamp is not available, write the name of the department on the back of the
checks to be deposited. In the case of a returned check, it will be easier for the Cashier to
identify the origin of the returned check.
- The
department making the deposit must add all checks, and submit the tape along
with the checks
.
- Checks must be remitted to the Cashier’s
Office no later than the day after they are received.
- The
departments using bank bags (COPACE, and GSOM) must ensure
that bags are locked when bringing them to the Cashier’s Office for deposit.
- The
Cashier’s office has a credit card capability wherein the Cashier’s Office
will charge card numbers provided by various departments so that the amount
charged may be deposited. The
Cashiers’ Office accepts MasterCard, Visa, and Discover only.
Please note, departments who accept credit cards will be charged the merchant
fees. If you do not currently have approval for accepting credit cards,
you need to obtain the approval of the Controller (kcannon@clarku.edu).
- If the department has credit card capability and
would like to deposit the charges they have made, the receipts of the charges
must be attached to the remittance form, and the amount indicated in the bottom
section marked “other.”
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