Whenever some other method is used other than an official receipt, approval is to be obtained from the University Controller in writing. The University employee who first receives the cash, check, credit card payment or other type of receipt is to fully complete an official receipt form applicable to the transaction. Supporting documentation for the receipt is to be retained. If an official receipt needs to be voided, both copies are to be retained and kept in numerial sequence the other receipts. All receipts are to be deposited to the Controller's Office Cashiers Section by the next business day following receipt of the funds.
Adequate information is to be shown with each deposit to identify the funds being deposited.
All checks are to be endorsed in a uniform manner by using the following words in the arrangement and size of type shown. Collections are to be deposited to the specific University account established for that type of receipt. When a reimbursement is received because of a refund or an allowance from a previous expenditure, the reimbursement is to be deposited back into the same account and subcode from which the expenditure was made. This ensures that work done by the Department is in balance and is allocated to the correct FRS account. When the departmental representative brings the money, checks, and tapes to the Cashier's Office, the cashier will retrieve the electronic deposit, post it, and provide a receipt to the department.