RCT 202 Departmental Receipting Privileges

Renewal Course

RCT 202 Departmental Receipting Privileges Renewal Course

This course is designed to serve as a Refresher course with information coming from the RCT 201 course.

Departmental Receipting Privileges

The Receipting Privileges form is valid for ONE year. It must be renewed by October 1st of each year. An email will be sent to the Primary, Backup and Budget

Authority prior to the Renewal time period. Each department is responsible for submitting their own

form. Form may be located on the main UNCW webpage at

Faculty/Staff, Administrative Forms Directory, Accounting/Controller Forms

https://uncw.edu/controller/mwreceiptingprivilegesrev08082020lshue.pdf

Always use the form located on the Controller’s Forms page. This will have the most current form.

Departmental Receipting Privileges Form

This form is to be completed online and submitted electronically. Paper forms will not be accepted.

If changes are made within the department (adding/removing of personnel, payment type change or change in fund codes), a revised form must be submitted to the Controller’s office.

Only the individuals listed on the form may sign the Deposit Transmittals. If it is signed by another person, it will be returned to the department.

Departmental Receipting Privileges Form

New Employees must attend and pass the RCT 201 Finance Training course before being added to the Receipting Privileges Form.

Register for this course in the Finance Training System. This is an in-person class.

Prior to submitting the Receipting Privileges form for renewal, all listed must register for and pass the RCT 202 Training course. This course will be completed online.

New employees will complete the RCT 202 Renewal course prior to the next renewal of Receipting Privileges.

After the training has been completed by all listed on the form, submit the completed form to the Controller’s office electronically.

Credit Card Acceptance - For Departments Considering Accepting Credit Cards Start the credit card process by visiting the Controller’s

webpage – Credit Card Acceptance Committee

https://uncw.edu/controller/documents/documents/creditcardacceptancecomm.html

Complete the Credit Card Acceptance Questionnaire – 10 Questions. Submit to the Controller’s Office.

Submit a revised Receipting Privileges form. List as the reason for revision update to payment methods accepted.

Review the Time Table for establishing credit card capabilities. This can take 3-4 months to be set up depending on the needs of the department.

Credit Card Acceptance-For Departments Considering Accepting Credit Cards Determine the Credit Card method – POS or WEB. Both

methods may be used within the department.

Transaction fees will be imposed with either method.

Touchnet is the preferred Payment Gateway for UNCW. If another gateway is selected, the Controller and the University Security Office in the IT Department must approve.

Departments accepting credit cards must adhere to the thirteen PCI DSS requirements. https://uncw.edu/controller/documents/documents/documents/creditcardprocedures.pdf

Credit Card Acceptance

For POS transactions – credit card must be present for in-person transactions so the cardholders identity may be verified.

Department will be responsible for all related fees, i.e. equipment/supply cost, processing fees and penalties/fines incurred.

Credit card numbers that are written down must be destroyedafter the transaction has been processed.

Create a form that will allow you to keep the information necessary for your area and will make it easier to destroy the card information.

If your department will have a desktop/laptop available for use to make payments, the computer needs to be configured to only go to that Pay site. If it is able to access any other website, it is vulnerable to malware. The IT Department will be able to assist in configuring the computer.

General Deposit Transmittal ProceduresDeposit Transmittal to be used by Departments withReceipting Privileges.This form can be found under Administrative Forms and on the Student Accounts/Cashier’s Office page under Forms. https://uncw.edu/controller/documents/deposittransmittalrev07122012noemailbutton.pdf

General Deposit Transmittal Procedures Deposit Transmittals are to be hand carried to the

Cashier’s Office in the Warwick Center. All Cash (cash or check) receipts must be deposited at

least weekly by 2pm. Cash Receipts totaling more than $250.00 (regardless

whether they are cash or checks) must be deposited daily.

The Department needs to have a secure location to hold any deposit, i.e. safe, lock box or drawer.

When depositing a large amount of cash, make sure to bundle them correctly. If your loose change is enough to be rolled, then it must be rolled. Coin wrappers are available in the Cashier’s Office.

General Deposit Transmittal Procedures If you suspect that you have received a counterfeit bill,

please put your initials and date on the bottom white boarder.

Place the bill into a separate envelope from your deposit to send to the Cashiers Office.

The Cashiers Office will not be able to replace that bill for you. You will need to show that you are short that amount.

The Cashiers Office will also inspect the bill to see if it is counterfeit.

The bill will then be sent to Wells Fargo for them to also confirm the authenticity of the bill. If they confirm that it is counterfeit, they will forward to the Secret Service office.

We do recommend that if you accept cash payments you have something on hand to detect counterfeit bills, like a counterfeit detection pen.

General Deposit Transmittal Procedures Checks are to be stamped with an approved UNCW “For

Deposit Only” stamp. The approved stamp is available for purchase through

the Cashier’s Office. Make sure that the checks are completed properly. The

check must be drawn on a US Bank, the amounts within the box and on the written portion must match (the bank accepts the written amount) and it is signed.

If you have 10 or more checks with your deposit, put a rubber band around the checks and include a calculator tape with an itemized total.

Checks are considered stale dated after 90 days and will be returned to the department.

General Deposit Transmittal Procedures Credit Card deposits must be made daily by 2pm,

regardless of the amount.

These transactions are critical to the deposit process and are relied upon for balancing with the State Treasurer’s office.

For POS machines with the Deposit Transmittal, include all of the signed Merchant copies and the Settlement slip.

For Online Credit cards, with the Deposit Transmittal include two copies of the settlement sheet.

If the Online Credit Card transmittal is submitted by email, only one copy of the settlement is required.

Departments who accept American Express When completing the Deposit

Transmittal with Credit Cards, for the POS check the Settlement slip to see the breakdown of credit cards. For Online transactions, please check the Detail report for the breakdown to locate the American Express transactions.

If American Express payments have been accepted, these items will have to be placed on the Deposit Transmittal for American Express.

This form is located on the Student Accounts/Cashier’s Office webpage under Forms.

Departments who accept American Express

For POS transactions, please make a copy of the Settlement Slip and attach to the Original American Express merchant slips.

For Online transactions, please include a copy of the Settlement and the Detail items showing the American Express transaction.

General Deposit Transmittal Procedures Detail Codes are an excellent way to ensure that your deposits are

applied to the correct fund code and account numbers.

Extremely useful when your deposits are entered to the same fund/account number on a daily basis.

These codes can be set up with a specific description that may also prove useful to your reconciler.

If you are currently using a Detail Code, please review to ensure that the description is still up to date.

New Detail Codes may be established by completing the “AR Detail Code Establish Form” and submitting electronically to the Controller’s Office. This form is available on the Student Accounts/Cashier’s Office webpage under Forms/Student Accounts.

https://uncw.edu/studentaccounts/documents/ardetailcodeestablishrev04_20ue.pdf

General Deposit Transmittal Procedures

Remember that only 3 email addresses are able to be entered into Banner. Consider having the receipt sent to a central department email box that multiple persons will be able to access.

The information that is listed under the Explanation section at the bottom is what will be viewed in Banner.

Only 30 characters of information is available. We are not aware of what is most important to your area, so make sure that this information is at the front.

If any of the information is incorrect on the transmittal, we will contact the Preparer for clarification.

General Deposit Transmittal Procedures Incoming Wire/ACH payments are processed in the

Cashiers Office.

If you are expecting a Wire/ACH payment, please notify the Cashiers Office.

If you receive a form from a vendor requesting our banking information to submit a Wire/ACH payment, please forward to the Cashier Supervisor.

The form will need to be reviewed to ensure we are able to accept the terms listed on the form.

Your department is unable to sign a form requesting our banking information. This is to be handled by the Controller’s Office.

Non-Receipting Privileges and Deposit Transmittals The time and deposit

transmittal procedures remain the same.

Must use the Deposit Transmittal Without Cash Receipting Privileges form if all of the approved signers are out of the office.

https://uncw.edu/controller/documents/03-27-12newelectronicdeposittransmittal.pdf

Non-Receipting Privileges and Deposit Transmittals

Do NOT sign on the digital signature line –reserved for the Cashier’s office

Submit an electronic copy using the Email Submit button

Bring a hard copy of the transmittal with the cash, check or credit card payments to the Cashier’s Office

Non-Receipting Privileges and Deposit Transmittals Please have a plan in place in the event that all with

Receipting Privileges are out of the office. This becomes critical when credit cards have already

settled with the State Treasurer’s office. Questions may be directed to the Cashier’s Office, we

will assist if possible. We are unable to say provide the Fund/Account number that should be used.

Both the email copy and hard copy must be sent to the Cashier’s Office. The Hard copy must be hand delivered. Will not accept if it comes through Inter Office mail.

If Outlook does not appear immediately after pressing the Email Submit button, please confirm your Pop-Up blocker is disabled.

External Invoices/Grants/Donations

For any questions/payments for an External Invoice or for a Grant– direct these to the Accounts Receivable/Billing Office.

Hand deliver the payment to the Accounts Receivable/Billing Office located in the Administrative Annex 2nd floor.

If a payment is received in a department and is referencing a donation, please contact Advancement.

These payments are not to be sent by Inter Office mail.

Questions – Please contact the Cashier’s Office at x23164 or studentaccounts@uncw.edu