Departmental Record-Keeping Guidelines for Cash Receipting
(For Departments Receiving Cash as a Normal Part of their Operation)
These guidelines are provided to assist departments with the receipting process to meet their requirements, while
complying with University and State policies and procedures. These guidelines are to be used in conjunction with
Administrative Policy CSH 1.10, Cash Receipts.
A log or receipt book must be maintained by department when:



Money is received in any form
Receipt transactions average more than five per day
Individual receipts are frequently required
Log
Must include date received, received from, received by, amount received, date to cashier, and (once generated) a
receipt number. (See sample log: Exhibit A.)
Receipt Book
Must be used when a department issues receipts to customers/participants and may be used instead of, or in
addition to, the log.
Reconciliation
Perform reconciliation prior to deposit with the Cashier’s Office as follows:
Total amount from log OR receipt book transactions to deposit
$ ____________________
Total amount from UNCW Deposit Transmittal
$ ____________________
Total amount cash/checks/credit cards counted for deposit:
Cash $____________ Checks $___________ Credit Cards $_____________
(d) $ ____________________
(a)
(b)
(c)
(a+b+c=d) (all above totals must equal)
When above amounts do not agree, they must be researched and reported to the appropriate departmental budget
authority prior to depositing funds. Missing payments must be reported to the Comptroller’s Office and University
Police. All departmental records are subject to Internal Audit review.
All checks must be endorsed with the State Treasurer’s deposit stamp (issued by Cashier’s Office). Each batch of
checks requires two matching calculator tapes, with no batch having more than 50 items.
Deposit Transmittal Instructions
Deposit Transmittal forms (2-part) are available from Printing Services. Deposit Transmittals may be customized to
meet your departmental needs; with pre-printed account numbers, department name, etc.
When completing the Deposit Transmittal:
 Ensure the total amount to be deposited is adequately documented.
 If multiple deposits are being submitted, attach a calculator tape denoting the total amount of all deposits.
 Do not indicate G/L account numbers on the Deposit Transmittal as accounts to which deposits will be made
unless prior authorization is received from the Comptroller. G/L account numbers always start with 0 (example: 0XXXXX-XXXX).
The original copy of the Deposit Transmittal accompanies the deposit. The department retains the duplicate copy.
Hand-carry deposits to the Cashier’s Office. Do not mail deposits, regardless of contents. For convenience, during
regular business hours only, a drop box is provided and located inside James Hall outside the Cashier’s Office.
Once the deposit is made, a receipt is provided via e-mail to the designated person’s e-mail address. The department
is responsible for verification of the accuracy of posting. The department records the cashier’s receipt number on a log
or receipt book. An additional method includes attaching and/or matching the receipt to the departmental Deposit
Transmittal copy. Upon verification, if any error is detected, you must immediately notify the Cashier’s Office for
correction. If you submitted the Deposit Transmittal containing an incorrect FRS account number, you must request
Accounting to make a corrective journal entry to your FRS account.
All deposits are due to the Cashier’s Office by 2 p.m. You will receive a receipt via e-mail by the next business day.
The transaction is posted on the following day to your departmental account. You should be able to compare your
records with the electronic receipt to your departmental account (FRS), usually within two business days after
submission to the Cashier’s Office.
Wires and ACH Receipts
If a department anticipates receiving electronic payments, the Cashier’s Office must be notified in advance to allow
proper coordination between the University, bank, and State Treasurer’s Office.