The following procedures should be followed when submitting money to the University Cashier.

It is the responsibility of all individuals receiving money on behalf of the University to be aware of and to comply with these procedures.

I.  DEPARTMENT RECORDING AND RETENTION OF FORMS

All departments using Cash Transmittal Forms should maintain a log of forms prepared and a file of receipt forms returned by the Cashier's Office. Transmittal forms are to be numbered sequentially within the department submitting them, e. g., 1, 2, 3 etc.

All departments receiving money must provide the payee with a written receipt. The receipt number range will be entered on the transmittal form and should be used for your reconciliation if a cash register is not used.

II.  CASH TRANSMITTAL FORM

Cash Transmittal Forms must be filled out completely. Forms with corrections or strike over to dollar amounts will not be accepted. When possible, a separate form should be submitted for each account number. (This will not be possible when one check is to be split among several accounts.)

A.  Count total cash and checks on hand.  Enter as "Total Cash Drawer".

B.  Count and segregate change fund, if any.  Enter as "Deduct: Advance for Change".

C.  Subtract "Change" from "Cash in Drawer".  Enter as "Amount to be Transmitted".

D.  Count and bundle currency. Enter as "Currency". Wrappers are vailable from the    Cashier's Office, second floor, Sparks Hall. Currency should be bundled as follows:

Loose currency should be batch by denomination and paper clipped in batches of $100; if less than $100, it should be batch by denomination and labeled with total.

E.  Count and wrap coins. Enter as "Coins". Wrappers are available from the Cashier's Office.

F.  Run an adding machine tape of checks. Enter total as "Checks". Attach tape to each bundle of checks. (Use approx. 50 checks per bundle). NO TWO PARTY CHECKS. See Note.

G.  Run an adding machine tape of money orders. Enter total as "Money Orders". Attach tape to each bundle.

H.  Run an adding machine tape of bank cards. Enter total as "Bank Cards". Attach tape to each bundle of bank cards.

I.  Total currency, coins, checks, money orders, and bank cards.

J.  Deduct total per Cash Receipts or Cash Register tape, if applicable, and calculate cash over or short.

K.  Enter the revenue account name(s) and number(s) to be credited. These will be 12-digit account numbers. If a number is unknown, contact Jason Royalty, Accounting Manager - Accounts Payable, at 4489 or Amy Sasseen, Assistant Director - General Accounting,  at 3141 in Accounting and Financial Services.

L.  Enter the amounts to be credited to each account and total. This total should equal "Amount to be Transmitted," shown above on the transmittal.

M.  If the source of the deposit is not obvious from the information provided in the form, additional description information or explanation should be entered as "Description" (e.g., Athletic Department as unit name, additional description would be needed as advance ticket sales, concessions, gate receipts for game, etc.).

N.  The form should be signed by the person preparing it, or their supervisor. The Department Head is ultimately responsible for all income received in their area.

O.  All transmittal deposits are to be made in person. They Are Not To Be Mailed. The form should be signed at the Cashier's Office by the person making the delivery; or marked "Courier" on this line if picked up and delivered by courier. Please wait for receipt as transmittal should be checked for accuracy at this time.

A. Some cash transmittals must be approved by the Accounting Office before being delivered to the Cashier's Office:
 
• Ledger 1xxxxx-xxxx, 2xxxxx-xxxx, 3xxxxx-0xxx, 9xxxxx-xxxx--no approval required.

• Ledger 01xxxx -- must be approved by Jason Royalty or Amy Sasseen

 
• Ledger 02xxxx -- must be approved by Wendy Cain or Amy Sasseen.

 
• Ledger 03xxxx – must be approved by Wendy Cain or Amy Sasseen

 
• Ledger 04xxxx -- must be approved by Wendy Cain or Amy Sasseen

 
• Ledger 05xxxx – not allowed

 
• Ledger 06xxxx – must be approved by Jennifer Thorn
  

 
• Ledger 07xxxx – must be approved by Jason Royalty or Amy Sasseen

 
• Ledger 08xxxx – must be approved by Jason Royalty or Amy Sasseen

 
• Ledger 09xxxx – not allowed

 
• Ledger 2xxxxx (account number beginning with 2), with subcodes 1000 or greater (the subcode is the last 4 digits of the account number) – must be approved by Jason Royalty or Amy Sasseen

 
• Ledger 3xxxxxx (account numbers beginning with 3), with subcodes 1000 or greater (the subcode is the last 4 digits of the account number)--must be approved by Amy Sasseen or Jason Royalty.

 
• Ledger 4xxxxxx (account numbers beginning with 4) are MSU Foundation accounts will not be accepted. For information concerning these account numbers contact Ellen Dale at 3017.

 
• Ledger 5xxxxxx (account numbers beginning with 5)--must be approved by Wendy Cain or Amy Sasseen.

 
• Ledger 6xxxxx – not allowed

 
• Ledger 7xxxxx (account number beginning with 7), – must be approved by Jason Royalty or Amy Sasseen

 
• Ledger 8xxxxx – not allowed

If an account number appears to the cashier to be invalid, the cashier may request verification by the Accounting Office before accepting the transmittal form.

B. Deposits are to be made in Cashier's Office within three (3) working days from date of receipt.

C. Any check deposited to an account and subsequently returned as unpaid by the bank for any  reason (e.g., insufficient funds, account closed, stale dated, etc.) will be charged against the account. Agency Funds will be responsible for collecting funds for all of their returned checks. Therefore, the account number of the agency depositing a check must be shown on the front of the check, e.g. xx- xxxxxx

NOTE: All checks, money orders, cashiers checks, travelers checks, and etc., should be made payable to Murray State University. Please include local address, local phone number, and social security number on the front of the check, along with the first six digits of the account number to be deposited into, and endorsed on the back with the stamp provided. No two party checks accepted. DO NOT PLACE INFORMATION BELOW SIGNATURE. Departments collecting money should check out an endorsement stamp and receipt book from the Cashier's Office.

If there are any other questions, contact the Cashier's Office at 4438.