Cashiering Services

Financial Services Deposit/Pick-Up Procedures

In an effort to reduce the amount of your time spent at the Departmental Transactions window when conducting business and to insure strong internal control of transactions, review and follow the basic procedures outlined below.

HOURS OF OPERATION

The Departmental Transactions window is open Monday through Friday, 9:00 a.m. to 3:00 p.m. and closed from 12:00 to 1:00 pm.  Monetary transactions will not be processed after 3:00 p.m. to allow sufficient time for the staff to close out for the night.  If you have a special concern and need to conduct business after 3:00 p.m., please call me at 4-1213.

DEPOSITS

1. All checks that are deposited should be made payable to ITHACA COLLEGE.  Checks made payable to Parking Office, Ithacan, Music Dept., organizations, events, etc. are unacceptable.  The payee must be IthacaCollege.
2. Each deposit must have a deposit slip accompanying it.  You can download this form from the Cashiering Services/deposit form website or they are available for pickup at the Departmental Transaction window.
3. All deposits should be personally handed to the cashier.  Please do not leave a deposit at an unattended window or on the counter if the cashier is busy with other customers. 
4. Any deposit that contains cash must have a receipt generated while the depositor is present.  Only deposits of checks may be left in which case a receipt will be mailed later if requested.
5. Deposits should always be in a sealed envelope/lockbag.
6. Cash should be organized by denomination; large bills on the top and smaller bills on the bottom.  All bills should be facing the same way.  BOTH CURRENCY AND COIN SHOULD BE PRE-WRAPPED.  (Wrappers are available from Cashiering Services.)  Cash must have a calculator tape, broken down by denomination, accompanying the deposit.
   1. Note:  When wrapping money, please check each packet to make sure that all bills are of the same denomination and correct in number.  (Examples: 25-$1 bills=$25, 20-$5 bills=$100, 25-$10 bills=$250, 25-$20 bills=$500.)
7. A calculator tape listing each check and a grand total must accompany deposits.  Do not group more than 100 checks together.  We will not accept checks over 30 days old and will return such checks to the department.  In addition, checks returned from our bank that were not deposited in a timely manner will be charged to the department, club, organization, etc.
8. Write the Parnassus account number of the College account to which the checks are being deposited on EVERY CHECK.  When endorsing a check over to Ithaca College, please make sure that you do so in the appropriate area on the back in accordance with federal regulations.  Third party checks will not be accepted.  Those regulations prohibit writing in any other area on the back of the check.
9. Checks and cash should always be deposited within one business day as it reflects poorly on the College to hold onto a person’s money more than a few days.

PETTY CASH

1. The Cashiering Services Office disburses petty cash banks.  Banks are only issued to departments with frequent reimbursement needs. Petty cash banks must be reimbursed monthly.  Petty cash vouchers must be completed in ink and signed by the department head or the administrator for that department.  Individuals receiving petty cash must have an original receipt or authorized document accompanying the petty cash voucher to obtain funds.  Petty cash vouchers may be reimbursed at the Departmental Transactions window.  The staff member picking up the reimbursement should not be the same person that is the authorized signer of the petty cash voucher and must have Ithaca College identification.
2. Ithaca College is tax-exempt.  Tax will not be reimbursed.  Tax-exempt forms are available on the Accounts Payable website under forms and at the Departmental Transactions window.  Tax exempt forms must be picked up by a staff member.
3. Please notify me of large cash advances such as holiday meal money, international travel, spring trips, etc. well in advance so I may have the traveler’s checks (in the case of traveler’s checks – one month in advance) and cash (two days in advance) in the denominations you would like available.
4. Cash collected in a department for any reason should never be used as petty cash.  All income must be deposited as soon as it is received. 

AP and EZ PAY CHECK PICKUP

Accounts payable and EZ Pay checks must be picked up by the requestor only in a timely manner.  If the requestor is unable to pick up their check, a note stating the name of the person picking up the check and the payee must be sent and signed by the person who requested the check.  Please bring your Ithaca College ID with you.  This policy is more fully stated under the Accounts Payable website.

1. Change orders should be called in advance so they will be ready when you arrive.
2. Exchanges of rolled coin are no longer accepted at the window.

If you have any questions concerning these guidelines, please call me at 4-1213.  Thank you for your cooperation.