• Checks, cashier checks, money orders and traveler’s checks must be made payable to ‘University of Mary Washington’ or ‘UMW’.
• Checks are reviewed for completeness and include the following information:
  • name of payer
  • address of payer
  • phone number of the payer
  • check number

• Once received, checks, cashier checks, money orders and traveler’s checks must be immediately endorsed and then secured as cash.
  • Endorsement can be handwritten if the department/university organization does not receive checks frequently. However, for areas which receive physical checks daily, the department/organization may purchase a stamp for themselves.
  • Endorsement wording:
    • “For Deposit Only to UMW”
    • “For Deposit ONLY University of Mary Washington

• Traveler’s checks are signed by the presenter, in the receiver’s presence, prior to acceptance and endorsement.
• UMW does not accept postdated checks.
• UMW does not cash checks.
• When present, the customer receives a manual receipt.

• Familiarize yourself with identifying counterfeit currency and review the Secret Service Counterfeit Note Reporting protocol linked below:
  • https://www.secretservice.gov/data/KnowYourMoney.pdf
• Counterfeit detector pens are available in the Cashier’s Office.

• Money collected after business hours, weekends or holidays may be kept within the department if:
  • All monies are secured in a safe or other approved secured environment
  • An example of a secured environment is a locked cash box or locked area to which access is limited.
• Money should never be taken off-site. Questions related to security should be emailed to accounting@umw.edu prior to the event.

The Cash and Credit Card Transmittal Form is to be completed for all Cash or Credit Card funds that are not accepted through eCommerce.

https://adminfinance.umw.edu/cashier/procedures-forms/

All money should be turned into the Cashier’s Office within 24 hours of receipt.

Funds should be counted and transmittal form filled out (with initials and date) before turning in to the Cashier’s Office. All bills are organized facing the same direction and grouped by denomination.

1. Transmittal Code – Select the appropriate Transmittal Code. Transmittal Codes are University Departments or areas that frequently accept cash or credit card payments.
2. Date – Enter the date the form is being completed.
3. Transmittal # – Enter a Transmittal Number, this can be a unique identifier that will help identify the cash transmittal form for your department and will be displayed in Banner.
4. By –  Enter the name of the person who is completing the form.
5. Department – Enter the name of the Department.
6. For – Event or purpose of deposit.
7. From – Department
8. Fund, Org, Account, Program, Activity – Enter the approved Fund, Org, Account, Program and Activity (optional code) assigned to the deposit. If unsure, contact TESS or Accounting.
9. Description – Enter the description of what the Cash/Credit Card deposit is for.
10. Cash & Check – Dollar value of Cash or Check funds to be deposited.
11. Credit Card – Dollar value of Credit Card funds to be deposited.
12. Total – This field will automatically populate.
13. Cash Section – Identify the number and types of bills being deposited.
14. Coin Section – Identify the number and types of coins being deposited.
15. Checks Section – Identify the Check Number, Name on the Check and Dollar value of check(s) being deposited. There is additional space on the second page of this form for checks.
16. Verification – Initial and date the bottom the first page of the form in the grey verification section to verify the information included on the form are true and accurate.

• Cash shall be deposited daily at the Cashier’s Office, located in Lee Hall, Room 206.
  • Hours of Operation: Monday-Friday 8:00am-5:00pm.
• In the event that cash is collected during a weekend or holiday, cash shall be secured in a safe location and deposited the next business day at the Cashier’s Office.
• All deposits are made intact, inclusive of any over/short amount
• Cash Transmittal forms are submitted with each cash deposit
• Deposits are processed at the Cashier’s Office within 24 hours of receipt, except:
  • Weekend events held by campus groups are presented the next business day
  • For pre-identified locations approved to present deposits either when total collections reach $200 and/or by Friday of each week

• Reconciliation of collected amounts to receipts, system reports or other verifying documentation is required to the system of record (Banner Finance) for each day that transactions are accepted

Once completed, this Cash Handling Acknowledgement will be forwarded to the Accounting office. You will be contacted by Accounting to ensure your event procedures conform to University policy and procedure.