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Departmental Receipting

Departments & Services

All university departments and activities have a responsibility to record all payments. Departmental Receipting outlines all of the necessary steps to manage departmental reporting of monies.

Important Reminder: North Carolina General Statute requires that all monies received by the university be deposited within 24 hours of receipt.

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. A "Request for Departmental Receipting Privileges" form should be used to request initial receipting privileges, renew annual privileges, or change privileges.

Individuals are required to log in through MySeaport and take the Finance Training course RCT 201-Departmental Receipting. This course is required for initial receipting access and must be completed before receipting privileges will be granted.

Individuals who have previously completed RCT 201, must take RCT 202-Renewal of Departmental Receipting Privileges annually in subsequent years. This course can also be accessed via MySeaport.

How to request departmental receipting privileges:

  1. See Controller's Forms and choose "Request for Departmental Receipting Privileges."
  2. Forms should be routed to the appropriate budget authority for approval and submission.
  3. Users will receive an email notification once the form has been approved.

Please direct all questions regarding the departmental receipting privileges form to the Controller's Office.

Visit the Cashier's Office for more information about the depositing process.

Controller's Office Deposits

The Controller's Office must deposit all cash, check, and credit card payments for external invoices and contract and grant invoices in order to correctly apply them to outstanding customer balances in Banner.

Things to know:

  • These checks must be hand-carried to the Billing Department in the Admin Annex.
  • University policy does not allow checks to be sent through inter-company mail.

Please email the Billing Department with questions regarding external invoices or contracts and grant invoice payments before depositing.