A cash item is any of the following:1.Currency2.Coins3.Checks4.Cashiers Checks5.Money Orders6.Travelers Checks

All cash items received must be recorded and immediately deposited as follows:

1.Deposit within 24 hours if total receipts exceed $200.

2.Weekly deposit is required for total receipts of less than $200. (Unless instructed by the Comptroller’s Office to deposit more frequently)

Items must be properly secured preferably in a departmental safe or in a locked file cabinet, desk, or cash box

Amount Stored Preferred Method

Acceptable Method

Unacceptable

Less than $100 Locked Desk or File Cabinet

Locked Box Not Secured

$100-$200 Night Depository or Safe

Locked Desk or File Cabinet

Locked Box or Not Secured

Over $200 Night Depository or Safe

Night Depository or Safe

Locked desk, Locked File Cabinet, Locked Box or not secured

Put currency in order by denomination (Smallest to Largest) with adding machine tape attached of total amount of cash and coins

Checks need to be added twice with adding machine tape and included in deposit for accuracy

If you need currency or coin wrappers check with the Cashier’s Office

Restrictively endorse checks immediately upon receipt

Issue a receipt for every currency transaction and for checks if possible.

Ensure all transfers of cash items between persons and the Cashiers Office are documented

Take all deposits to the Cashier’s Office by 4:30 PM

Do not take your deposit directly to the bank yourself. The cashiers office is the ONLY designated place where deposits can be made.

College related business MUST be run through the college’s cashiers office.

No checking accounts using the college’s name or tax identification number are allowed under any circumstances.

Don’t send currency or coin through campus mail

Don’t make disbursements from deposit receipts

Do limit access to cash items to the minimum number of people

Don’t mix college and personal funds Don’t make stops, layovers or take funds

home with you when depositing

Counter check (new accounts) make sure proper identification is on the check- Name, Mailing Address, Phone Number

Make sure check has been properly signed and filled out correctly

Verify numerical amount and written amount are the same and in the acceptable format

All checks must be made payable to UVA-Wise (Include Organization or Group Name) Example- UVA Wise RHA

The college DOES NOT accept credit card checks under any circumstance

All college depositors must restrict the placement of all endorsements either written or stamped to within 1 ½ inches of the trailing edge of the back of the check

Endorse all checks For Deposit Only University of Virginia’s College at Wise.

For help with deposits contact Katherine Stallard at ks3c@uvawise.edu or at 328-0108

For help with accounts contact Natasha Papuckoski nkh4s@uvawise.edu or at 376-4675