Departments must have appropriate controls in place to protect against fraud or the perception of fraud. For example,
- Receipting duties should be segregated so that no one employee has complete control of the process.
- This includes initiating the charge, accepting and receipting the funds, preparing the deposit and reconciling the deposit.
- A strong control method is to have one employee process the receipting and deposit preparation for cash and checks and another employee perform the reconciliation of the deposit.
- Please contact Customer Account Services to discuss options for creating control procedures.
- A Cash Handling Checklist can be found here, Cash Handling | Customer Account Services | NDSU for additional information on controls.
- For deposits of cash and/or checks use the CAS-DeptDeposit.pdf (ndsu.edu).
- Proper contact information must be provided on the deposit form.
- Customer Account Services strives to process all deposits delivered prior to 2:00 p.m. on the date received. However, fluctuations in the size and/or quantity of deposits received daily may occasionally cause a short delay.
- All deposits require a six-digit account number, a four-digit department number and a five-digit fund number. Deposits without this information will be delayed.
- They may also include program and/or project numbers.
- All department numbers in the 7000 range require a program number.
- Departments are NOT allowed to deposit into appropriated, 30000 level funds.
- Our office does NOT generally deposit into 40000 level funds. These are Grants & Contracts controlled funds and require approval from that office.
- Contact Customer Account Services if you have any questions regarding department deposits.
- Cash must not be sent in intercampus mail. If you have cash in your deposit, it must be hand delivered to CAS.
- The department is responsible for all deposit items and retaining copies of deposit forms in accordance with records retention policies.
- Credit card transactions should not be placed on a department deposit form. More information on credit card acceptance and processing can be found here: Credit Card Payments - Information for NDSU Departments | Customer Account Services | NDSU
NDSU's Receipting policy can be found here: 503 (ndsu.edu)
There are specific guidelines when receipting monies perceived as "gifts" to the University. Please refer to Gift Policies and Guidelines | Accounting Office | NDSU for information on determining how to deposit these funds.