REGISTRATION AND APPROVAL FOR DEPARTMENTAL RECEIPTING PRIVILEGES:
All departments intending to receive cash, checks and/or credit cards as part of their normal operation must request departmental receipting privileges from the Controller and receive advance approval.
INITIAL RECEIPTING PRIVILEGES: To request initial receipting privileges, complete the "Request for Departmental Receipting Privileges-Initial Request only" form located on the Controller's website under the FORMS link. Once the Controller has approved this form, the "Request for Departmental Receipting Privileges-Initial Request addendum" form must then be completed and sent to the Controller's Office for approval.
RECEIPTING PRIVILEGES - RENEWALS & CHANGES: When receipting purposes change or when there are receipting staff changes, departments must notify the Controller by submitting a new request for receipting privileges. Departmental receipting privileges must be renewed annually. The form for renewals or changes is located on the Controller's website under the FORMS link.
The Controller’s Office deposits cash and checks for all University departments that do not have receipting privileges, as well as all payments for External Invoices and Contract & Grant invoices. Public Service invoice payments can be processed by either the Public Service department or the Controller’s Office.
ALL CHECKS MUST BE HAND-CARRIED TO THE CONTROLLER’S OFFICE. UNIVERSITY POLICY DOES NOT ALLOW CHECKS TO BE SENT THROUGH THE INTERCOMPANY MAIL.
If you have received a check that is a payment for:
- An EXTERNAL INVOICE: Hand deliver the check to Marcia White in the Controller’s Office, Hoggard Hall, suite 155.
- A CONTRACT & GRANT INVOICE: Hand deliver the check to Marcia White in the Controller’s Office, Hoggard Hall, suite 155.
- A PUBLIC SERVICE INVOICE: Hand deliver the check to Marcia White in the Controller’s Office, Hoggard Hall, suite 155.
If you have received checks or cash that are payments for anything other than one of the above invoices, and you:
- Have Departmental Receipting Privileges: Prepare a Deposit Transmittal Form (from the Accounting website, Finance Forms link), stamp the back of the check with the “For Deposit Only, NC State Treasurer” and deliver the check with the Deposit Transmittal to the Cashier’s Office in Warwick Center.
- DO NOT have Departmental Receipting Privileges: Prepare a Deposit Transmittal Form (call Marcia White at x27086 or email ' whiteme@uncw.edu' to get the form) and hand carry the check with the completed transmittal to Marcia White, Hoggard Hall, suite 155. The Deposit Transmittal must have the following fields completed: Department, Funds Received From, e-mail receipt to, section 1 (either cash or check depending on the type of payment received), Fund Code, Account Number, Amount, Explanation of Deposit and Prepared by. For departments without departmental receipting privileges, the Deposit Transmittal form must also be sent to the 'Controller-Deposit Transmittal' mailbox by using the Email box on the top right corner of the form.
Please refer any questions to Marcia White, ext. 27086 or whiteme@uncw.edu.
