Transcript OFFICE OF THE BURSAR - Northern Arizona University

OFFICE OF
STUDENT & DEPARTMENTAL
ACCOUNT SERVICES
Department Transmittal
Training
Web site
http://nau.edu/Comptroller
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.
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.
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
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.
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.
 We cannot accept foreign coins.
 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
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
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:
[email protected]