Student & DEpartmental Account Services

1. Student & DEpartmental Account Services Department Deposit Transmittal Training

2. Hello! • Student & Departmental Account Services or Student Accounts handles all funds received from both students and departments. • This training is designed to help departments understand how to accurately and securely submit their funds for deposit. • The University adheres to the Comptroller Policy Manual section 307 when depositing department funds.

3. Comptroller Policy: CMP 307 • University funds are to be deposited daily with Student and Departmental Account Services whenever the sum of $500 or more in cash and/or $2000 or more in checks or credit cards is accumulated. Funds less than $500 in cash and/or $2000 in checks or credit cards may be accumulated for up to 5 business days. • Under no circumstances should the department hold university funds for longer than 5 business days from the date of collection. • Refer to the Comptroller website for detailed information: https://nau.edu/comptroller/policies-procedures/

4. Comptroller Policy: CMP 307 • To submit a deposit, you must: • Verify the funds for deposit. • Complete the Comptroller’s standardized Deposit Transmittal form. • Send the funds and Deposit Transmittal to Student Accounts for processing in a locked deposit bank bag.

5. Verifying Funds for Deposit: Cash • For large amounts of cash, strap bills or roll coin if possible. • Include a printed excel total or adding tape with your deposit transmittal. • Ensure that cash amounts are properly recorded on the deposit transmittal.

6. Verifying Funds for Deposit: Checks • Verify that your checks are negotiable: • The check date must be on or before the deposit date. • The check must be made payable to NAU. 3 & 4. The numeric amount of the check must match the legal amount written out below the payee line. The bank will only honor the amount written on the legal line, regardless of how the numeric amount is written. • The check must be signed. • The check must be endorsed on the back using your department’s endorsement stamp.

7. We are unable to deposit checks missing any of these required Items.

8. Verifying Funds for Deposit: Checks • Include a calculator tape total or excel spreadsheet with all check numbers and check amounts added if depositing multiple checks. • The list of check numbers and amounts will help us assist you in tracking any returned checks.

9. Please do not staple cash or checks to the deposit transmittal.

10. Verifying Funds for Deposit: Credit Cards • For credit cards that need to be processed by Student Accounts, make sure to include the following credit card information with your deposit transmittal: • The individual cardholder’s name • The credit card number • The card’s expiration date • The 3 or 4 digit security code • The cardholder’s signature or note of phone authorization • The zip code of the cardholder’s billing address • Please limit credit cards to 5 per transmittal.

11. Verifying Funds for Deposit: Pre-deposited Checks • Some departments have the ability to scan checks for deposit into the university bank account from their offices using a Panini scanner and the Wells Fargo desktop deposit software. • These pre-scanned checks are called pre-deposited checks. To credit your department's funds for these amounts, a deposit transmittal must be submitted. • For pre-deposited checks, include the Wells Fargo desktop deposit confirmation page and a list of all scanned checks with the deposit transmittal. • Any department using the Desktop Deposit should retain copies of checks for 60 days and then shred immediately.

12. Verifying Funds for Deposit: Pre-Deposited Credit Cards • Some departments have the ability to process credit cards on a credit card terminal in their office. Pre-deposited cards are deposited to the university bank account. • These pre-run credit cards are called pre-deposited credit cards. To credit your department's funds for these amounts, a deposit transmittal must be submitted. • For pre-deposited credit cards, only include the batch total settlement receipt from the credit card terminal with the deposit transmittal.

13. Verifying Funds for Deposit: EFTs • Money received by Electronic Funds Transfer are managed by the FAS Cash Management team. • You should receive an email from Cash Management with EFT information that includes the date the funds were sent and the amount. • Send a copy of the EFT email with the deposit transmittal.

14. Verifying Funds for Deposit • Once you have verified your funds for deposit, you may fill out the Deposit Transmittal form. • The form can be found on the Comptroller’s website: • Go to: https://nau.edu/comptroller/forms/ • Select the “Deposit Transmittal (Excel)” link under “Deposit Forms.”

15. The Deposit Transmittal Form • Departments are required to use this updated form in order to reduce confusion and errors that can delay the timely deposit of your funds.

16. The Deposit Transmittal Form: Header • Fill out your Department’s name. • Fill out your Department’s Box Number. • Enter the number of pages included with the transmittal. • The date will populate automatically.

17. The Deposit Transmittal Form: Header • Enter what you would like to appear on your receipt in the “Name to Be Imprinted on The Receipt” line. Please make this note brief because the cashiers are required to enter this and other information in a max of 30 characters. • For your records, specify where the deposit funds came from on the “Receipts From” line.

18. The Deposit Transmittal Form: Header • Electronic receipts in pdf format are emailed to the email address specified on the “E-mail Receipts To:” line. • You may enter multiple email addresses if necessary.

19. The Deposit Transmittal Form: Target Area • The middle portion of the deposit transmittal is known as the target area. • Enter codes to specify where your funds should be deposited. • The majority of ChartField combinations will require a Fund, Department, Account, and Program code to be validated by the system. • If you are depositing checks for program fees on student accounts, you may use the comments section to list names of students and check numbers.

20. The Deposit Transmittal Form: Target Area • The combination of codes you enter into the target area of the transmittal are ChartField Combinations. • To verify ChartField Combination for your transmittal, access PeopleSoft Financials. • Login to PeopleSoft Financials and go to: • Main Menu • Set Up Financial/Supply Chain • Common Definitions • Design ChartFields • Combination Editing • Review Combination Date

21. The Deposit Transmittal Form: Target Area On the Review Combination Data page: • SetID: NAU00 • Group Type: Student • Enter your Fund and Dept Code • Click Search

22. The Deposit Transmittal Form: Target Area • Search results will provide a list of all the account combinations compatible with the Fund and Dept. code entered. • Verify that the combination of codes you are using appears in the table.

23. The Deposit Transmittal Form: Target Area • Not verifying the ChartField combinations used may result in our office receiving an "Invalid ChartField combination" error message. • This error prevents the funds from being deposited and we will have to contact you for corrected information. • Verification will prevent this error. • Please contact the Budget Office if you believe the combination is valid. They may need to reactivate the codes.

24. The Deposit Transmittal Form: Target Area • For additional assistance with your ChartField Combination, contact: • The Budget Office: 928-523-5667 ask-FAS@nau.edu For grants: • Post Award Accounting: 928-523-6089

25. The Deposit Transmittal Form: Tender Area • The bottom portion of the transmittal is known as the tender area. • Tender is the type of funds your department is depositing: cash, check, EFT, etc. • Make sure that the target amount from the table above matches the tender total in the bottom portion of your transmittal.

26. The Deposit Transmittal Form: Tender Area • Please note the instructions in red as there are restrictions to what kind of tenders can be included on the same transmittal. • Checks and cash are the only tenders that can be combined on one transmittal. • Credit cards and EFTs must be deposited using separate transmittals. • Make sure Visa, Mastercard, and Discover amounts are noted separately from American Express amounts.

27. The Deposit Transmittal Form: Verification Area • Two signatures are required on the deposit transmittal. • Signing this document indicates that both parties have verified the deposit. This means both signers have counted or totaled the funds and validated that the total on the form is equal to the funds being deposited, and that all other information is accurate and accounted for.

28. The Deposit Transmittal Form: Verification Area • Be sure to clearly print the name and extensions in the designated boxes in case we have questions about the deposit. • Without a legible name and extension, your deposit may not be completed in a timely manner.

29. The Deposit Transmittal Form: Verification Area • You are advised to generate 2 copies of the deposit transmittal for record-keeping. • The original is a physical copy that must be sent to Student Accounts. • The duplicate copy can be an electronic version saved to your computer or a hard copy kept in a file—as long as it remains in the department. • Multiple copies ensure that you have a record of the funds if the deposit bag is lost or delayed.

30. The Deposit Transmittal Form: Verification Area • Please note the directions in red: for cash, checks and credit cards, a tape total must be included with the deposit transmittal. • List the check numbers of the deposited checks in the comments section of the deposit transmittal and provide the adding tape of check amount totals. • If your office does not have an adding machine, please list the check numbers and the check amounts totaled in an excel spreadsheet.

31. Sending The Deposit To Student Accounts • A deposit may be submitted either electronically through email or physically at one of the secure depository locations on campus. • A deposit can be submitted electronically only if the funds consist of EFTs or pre-deposit checks. • If depositing electronically, be sure to include all required paperwork and both signatures on the transmittal. • Email deposit transmittals, receipt for funds, and any accompanying paperwork to cashier@nau.edu

32. Sending The Deposit To Student Accounts – Physical Deposits • CMP 307 of the Comptroller Policy Manual states, a locking bank bag or sealed plastic bank bag must be used to transport the department funds and deposit transmittal forms. • Bags must have the department name and box number clearly visible on the outside. • Funds must never be sent through an interoffice envelope or mailed through NAU Postal Services.

33. Sending The Deposit To Student Accounts – Physical Deposits • CMP 307 of the Comptroller Policy Manual states, two people must accompany the departmental deposit from their office to the nearest depository or Student Accounts. • This will ensure a witnessed chain of custody. • A video surveillance camera is located at each drop box for your safety and to verify that a drop was made.

34. Sending The Deposit To Student Accounts – Physical Deposits • If your department needs a locked bank bag for regular deposits, email a request to cashier@nau.edu. • Include in your email: • The number of bags you need • The contact person for deposits and their extension • The speed chart you’d like us to charge • Your department’s box number • You may also request for a bag in-person at the Gammage Cashier counter, Building 1. • There is a minimal fee for deposit bags.

35. Sending The Deposit To Student Accounts – Physical Deposits • Departments may drop locked deposit bags at the following locations: • Gammage – Building 1, Near Cashiering Windows, RM 121 • DuBois – Building 64, Basement Lobby • Student Union – Building 30C, RM 111 • Our armored car service, Garda, picks up deposit bags from these locations daily and securely delivers them to Student Accounts. • Contact Student Accounts for the combination to the drop boxes by emailing us at cashier@nau.edu.

37. Problems: The Deposit • If our office encounters a problem with your deposit, we will contact you to see if we can solve the problem over the phone. • Some problems will require you to pick up the bag in our office for correction. • We cannot return a bag containing funds through Campus Mail. • Two people must pick up the problem bag. • Please pick up the problem bag within 3 business days of notice.

38. Problems: Wrong Account • If you discover a deposit was posted to the wrong account, our office is unable to move your funds. • You must request a transfer of funds through the Comptroller’s office: • Go to: https://nau.edu/Comptroller/Forms/#Transfer • Select the “Fund Transfer Form” link.

39. Problems: Wrong Account • If the amount to be transferred is less than $5000 and does not involve grant accounts, the transfer needs to be scanned and emailed to the Comptroller’s Office at ask-fas@nau.edu, or mailed. • Box 4080 • If the amount to be transferred is over $5000 and does not involve grant accounts, the transfer needs to be scanned and emailed to a Budget Administrator, or mailed. The Budget Office will forward the form to the Comptroller’s Office after review. • Box 4118 • Transfers involving grant accounts should be sent to Post Award Accounting Services regardless of amount. • Box 4070

40. Questions? • Please know that our office is here to assist you with any questions or concerns. • You can call, email, or visit us! • Call: x1255 • Email: cashier@nau.edu • Website: https://nau.edu/SDAS/Payment/Departmental_Payments/ • Location: Gammage, Building 1