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DEPARTMENTAL DEPOSIT PROCEDURES & SERVICE IMPROVEMENTS

Departmental Services window - to open May 1, 2007
Effective May 1st, the Cashiers office will implement a Departmental Services window. The Departmental Services window will operate out of window 2 and function much like a merchant window at a bank. This is a priority window for department staff to make deposits and not wait in line with students.

Advantages of “Departmental Services” window:

1) 100% accountability and 100% verification for both the Cashiers office and the Department.
2) Deposits are completed same-day instead of next day.
3) If there is a problem with or a question about a deposit, it can be addressed immediately.
4) Department receives deposit receipt immediately.
5) “Dual custody” of the deposit is shared by the Cashiers office and the Department until the deposit transaction is entered into Banner.

The Departmental Services window will be open the same hours as all Cashiers windows. Departments can still make deposits at any open Cashiers window at any time. With the implementation of the Departmental Services window, the Department Drop box will be discontinued. Please do not leave envelopes or any type of deposit at an unattended Cashier window or Accounts Receivable windows A or 1.

Please make deposits daily. Bringing a week’s worth of deposits to the Cashiers window at one time could cause unnecessary delays for your co-workers who are also trying to make deposits.

The approval process for deposits to expenditure account codes will not change.

More Cashiers Available
To reduce wait times, cashiers at all windows can now process departmental deposits. While we encourage you to make deposits with a cashier and personally receive a receipt, the drop-off provides security for your deposits when you cannot do so. Please do not leave envelopes or any type of deposit at an unattended cashier window.

Department Responsibility
Departments must make deposits in compliance with OUS and state regulations: see Cash Deposits Policy. Obtain a deposit form, also known as the “PSU Miscellaneous Receipt,” from a cashier at one of the windows in the lobby of Neuberger Hall. Complete all fields of the deposit form, including departmental contact name and phone extension. Endorse the check with your departmental stamp and submit it with the deposit form to a cashier for processing. An incomplete form will delay the deposit.

Enter each deposit in your departmental Deposit Log, retain a copy of the deposit form, and upon receiving the processed receipt from the cashier, retain it for your records. Reconcile your log and returned receipts with your departmental Banner accounting reports on a monthly basis. For assistance, contact the Business Affairs Departmental Accounting staff at 5-3098.

Cashier Responsibility
Strict internal control procedures require the removal of cash deposits from the safe with dual custody, i.e., two cashiers, and recording them in Banner immediately. Unless there is a discrepancy, deposits will not be entered in a cashier deposit log. In the event of a discrepancy, cashier staff will log the deposit and contact the department. We will not be able to process deposits with discrepancies until we hear from the department.

Untimely or Missing Deposits
For questions or concerns about untimely or missing deposits, contact the Bursar’s Office accounting staff at 5-8323 or 5-3741.


We are pleased to bring you these added security measures, and look forward to assisting you with your transactions. If you have any questions, please contact the Cashier Supervisor at 5-3743.