You must be present while the deposit is being processed. Outside Deposits (ten or more pieces of coin, ten or more pieces of paper currency, and ten or more checks) should be brought to the Controller's Office, at the minimum, on a weekly basis.Credit card deposits should list one individual customer per Cash Receipt. If the deposit is cash and/or checks, you must be present while it is being processed. Inside Deposits (credit card payments, less than ten pieces of coin, less than ten pieces of paper currency, and less than ten checks) should be brought to the Controller's Office on a daily basis.There are two types of procedures depending on the size of your deposit: These procedures were developed by the Controller's Office to ensure the timely processing of your deposit, as well as to protect the integrity of our accounting system. If an unusual situation requires a procedural exception, request prior approval from the Controller's Office by calling (206) 296-6292 or 5876.If a non-bondable employee delivers the deposit, then that reporting unit assumes all risks incurred, including non-delivery of funds. (Bondable is defined as a permanent, FT staff member). The Controller's Office strongly recommends that a bondable Seattle University employee deliver the deposit.If you have not made your deposit at the Controller's Office by 3:30 p.m., it is extremely important that you have a secure place for the overnight holding of your deposit. staff will be unable to process your deposit. Deposits are to be presented to the Controller's Office between 9:30 a.m.Checks dated 120 days past the deposit date and/or which are incompletely filled out, cannot be accepted for deposit. Deposits are to be made on a DAILY (inside deposits) basis or, at the minimum, on a WEEKLY (outside deposits) basis to ensure the security of the deposit for which you are responsible.To ensure the security of your deposit, PLEASE DO NOT LEAVE DEPOSITS in the "IN BASKET" at the reception desk. Credit card deposits may be left with a cashier and picked up within a day or two. You must be present while your deposit is being processed, with the exception being credit card (MasterCard and/or Visa) deposits. Deposits must be hand-delivered to a cashier at the Controller's Office.Please use ballpoint pens, not felt/soft tip pens, for all deposit paperwork. Also, check the appropriate box for the type(s) of payment you are preparing - that is, "check, cash, or credit card." Be sure to indicate the total amount of your cash receipt. Under "For Reporting Unit Use Only," please enter your reporting unit name, your name + phone extension and the date. You must write a brief description of the payment (limit 25 characters)(e.g., "long distance") or the payee's name on the adjacent line in the "Source of Payment" section. Cash Receipt forms must be filled out completely and accurately, and should include the following: fund number, reporting unit number, and account number (17-digit authorized general ledger account numbers).If you are unclear about how to prepare a deposit, please contact the Controller's Office at (206) 296-6292 prior to bringing the deposit. Improperly prepared deposits will be returned, without exception. Deposits must be properly prepared by the reporting unit before they are brought to the Controller's Office for processing.Note: Monies received representing gifts should be delivered to University Advancement Office NOT the Controller's Office All payments need to be receipted, prepared for bank deposit, and sent to the Controller's Office for validation and delivery to the bank. Monies may be received by a reporting unit for many reasons: sales revenue, miscellaneous income, payments for a workshop, conference fees or reimbursement of expenses, etc. Establishing and Maintaining Activities.Responsibility of Activity or Reporting Unit Manager.
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