Office of the Controller

Departmental Receipting

 

Departmental Receipting Privileges Form

 

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.

Individuals are required to take Finance Training course RCT 201-Deparmental Receipting (login through MySeaport) before receipting privileges will be granted.  It is also required that individuals retake this training annually.

See "Controller's Office, Forms link at left and from the Forms available, choose "Request Departmental Receipting Privileges." Complete the form and use the "Submit to Controller" button on the form to route for approval.  Use this form to request Initial Receipting Privileges, Renew Annual Privileges (prior to October 1), or Change Privileges.  You will receive an email notification once the form has been approved.

Controller's Office Deposits

The Controller's Office deposits cash and checks for ALL External Invoices and Contract & Grant Invoices in order to correctly apply them to outstanding customer balances in Banner.

THESE CHECKS MUST BE HAND-CARRIED TO THE CONTROLLER'S OFFICE IN THE ADMIN ANNEX.

UNIVERSITY POLICY DOES NOT ALLOW CHECKS TO BE SENT THROUGH THE INTERCOMPANY MAIL.

***If payment for an External Invoice or Grant payment is deposited at the department level, the person responsible may be required to retake RCT201 Deposit Transmittals, or may lose receipting privileges altogether. If you are uncertain about depositing any check, please contact Amy Coker at 2-2526 or cokera@uncw.edu to determine whether the check is for an External Invoice or a Contract &  Grant Invoice.*

Other Deposits

If you have received cash or  a checks that are payments for anything other than external invoices or contrat & grant invoices, and you:

  • HAVE Departmental Receipting Privileges: Prepare a "Deposit Transmittal With Receipting Privileges" Form (See "Controller's Office, 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 Without Receipting Privileges" form (See "Controller's Office  Forms link). The Deposit Transmittal form must be electronically submitted using the "Email Submit Button" on the top right corner of the form and hand carried along with the cash/check to Cashiers Office in  Warwick, Room 146. The Deposit Transmittal must have the following fields completed: Department, Funds Received From, E-mail Receipt to, Section 1 Amount (Cash, Check or Credit Card depending on the type of payment received), Fund Code, Account Number, Amount, Explanation of Deposit, and Name of Preparer.

  • Contact Cashiers Office at ext. 2-3164 or studentaccounts@uncw.edu  if you any questions regarding these forms.