Per Oklahoma Statutes, Title 62, OS Sup. 986, 7.1 all money collected by an agency must be deposited daily with the State Treasurer.
- The Bursar’s Office is responsible for making the daily deposit to the State Treasurer.
- It is University policy that all cash (checks, currency, and coin) collected by University departments and student organizations be deposited with the Bursar’s Office on a daily basis, unless as excepted under paragraph 5 below.
- The Bursar's Office closes its books each day at 3:00 P.M. For those departments or student organizations which consistently receive cash each business day, a daily cutoff time must be established in order to allow time for the department or organization to prepare the deposit and deliver it to the Bursar’s Office before 3:00 P.M.
- Funds received in the department after the cutoff time each day shall be deposited with the collections received the following business day. Each department and student organization is responsible for ensuring adequate procedures and controls over the temporary safekeeping of funds prior to their deposit with the Bursar. Such procedures and controls should at a minimum include:
- Removing funds from the cash register or money tray by the designated fund custodian.
- Placing funds in a locked bank bag or locked metal container and securing it in a safe, locked cabinet, or locked desk.
- Limiting access to the funds to the designated fund custodian.
- While daily depositing of cash receipts is desirable, it may not be practical or cost effective for those departments or student organizations that receive small amounts of cash on an irregular basis. In those cases where the amount of cash receipts is small and an adequate safekeeping facility is available, an aggregate amount of cash receipts not to exceed $100 may be retained in the departmental safekeeping facility for a period not to exceed five workdays. Although this option is available, departments must be aware that these monies must be deposited with the Bursar’s Office within a five workday period even if their receipts are not in excess of $100.
- All checks are to be restrictively endorsed immediately upon receipt by the department or student organization.
- Under no circumstances will employees or students make disbursements from the department or student organization cash receipts. All cash receipts must be deposited with the Bursar’s Office intact.
Office of Initial Receipt of Cash & Determining Validity of Cash
The Bursar’s Office is the office of initial receipt of cash for tuition and fee payments primarily. The clinics on the OUHSC campus and any off-site locations are the office of initial receipt for co-payments and other payments for medical services rendered. All locations on the OUHSC campus that are receiving currency should be checking that cash received at the initial point of contact is not counterfeit. This check should be performed at the initial receipt of the currency. This may be detected with a variety of products sold at local office supply stores.
If a counterfeit bill is detected by the office of initial receipt, retain the bill and contact the OUHSC Campus Police Department immediately, 271-4911. Campus Police will direct you to ask the customer to remain on the premises so they may ask them a few questions. If they cannot, then request a phone number that they may be contacted at a later time. If the customer does not cooperate, attempt to get an adequate physical description and notify Campus Police immediately.
Credit Card Sales
Deposits for credit card sales received by OUHSC departments/clinics are to be deposited with the Bursar's Office daily. A separate deposit voucher must be prepared for credit card receipts to prevent commingling with other departmental receipts. Specific procedures for credit card deposits are as follows:
- All credit card sales receipts will be deposited daily with the Bursar's Office. The deposit voucher prepared for credit card receipts should have the settlement report attached.
- Merchant charges for departmental credit card sales will be charged to individual departmental accounts by a journal voucher entry generated by Service Unit Accounting. Notification of these charges is sent monthly.
- The University has established security standards and processes for the protection of cardholder data in compliance with the Payment Card Industry Data Security Standard (PCI-DSS). PCI requirements apply to all OUHSC departments that store, process or transmit cardholder data. Each OUHSC department will be required to comply with the established processes and standards.
The creation, approval, and printing of deposit vouchers is performed in PeopleSoft Financials. Cash receipts training is offered through Human Resources. Individuals interested in attending a training session can enroll at Learning and Development. Please note that individuals must have completed cash receipts training and the Cash Receipts End User Security Form must be completed and signed by the appropriate supervisors before access will be granted to the cash receipts pages in PeopleSoft Financials.
Honorarium Deposits/Travel Reimbursement
The Honorarium Deposit/Travel Reimbursement form is designed for the depositing of combined honorarium/travel payments received by faculty and staff. See the Honorarium Deposit & Travel Reimbursement form for specific instructions.
Deposit Procedures for Unidentified Funds
State Statute and University policy require that all funds received by the various HSC departments or organizations are to be deposited with the Bursar's Office on a daily basis. Recognizing that daily deposits become difficult when funds are received that cannot be identified, procedures have been established for depositing unidentified checks/EFTs. Unidentified funds are defined as payments received made payable to the University for which insufficient information or documentation exists to properly deposit these funds into the correct departmental account.
- Departmental Procedures: Unidentified funds and any supporting documents received by departments are to be forwarded to the Bursar’s Office to be deposited. Any unidentified checks should be sent to the Bursar’s Office within 24 hours of receipt.
- Bursar's Office Procedures: Upon receipt of unidentified funds, the Bursar's Office will attempt to identify those checks through means available to them. Funds that are identified will be immediately deposited to the correct departmental account. Funds unable to be identified in a timely manner will be deposited to the Unidentified Check/EFT Clearing Account. As funds are identified, a correcting cash receipt is generated by the Bursar's Office depositing the funds to the correct account and clearing the Unidentified Check/EFT Clearing Account.