1. What types of deposits are accepted at the
cashier's window?
2. Is there a form required for making deposits to a
department account?
3. Where can I find a list and description of the
class codes necessary for deposits?
4. Why can't I mail deposits in inter-campus mail?
5. Where is the deposit made?
6. How often should a deposit be made?
7. How do I purchase stamps?
8. What if the stamps I want are not available on
campus?
9. What do I do if I need stamps immediately and
can't wait for the special order to arrive?
10. What are the current postage rates?
11. What can be purchased with petty cash?
12. How do I get reimbursed for petty cash
purchases?
13. Is there a time limit to be reimbursed from
petty cash?
14. I purchased items through the Internet. What
qualifies as a valid receipt?
15. Is there any other way to purchase items for
departmental use?
16. How do I obtain a petty cash fund?
17. Where do I go to pick up the fund?
18. Where do I keep my fund?
19. Why do I need receipts?
20. What do I do with the fund if I leave the
department?
Departmental deposits to institutional funds beginning with:
14000-14xxx
21001
35001
22100-22xxx
23001-23xxx
48000-48xxx (reimbursable account only)
67001 (except initial deposit to establish account).
For comprehensive instructions on deposits, please refer to Procedures for Depositing Monies in the Bursar's section of the Handbook of Operating Procedures.
2. Is there a form required for making
deposits to a department account?
Accounting has designed a form to be used for all deposits
made through the Bursar's Office. This form indicates the basic
information necessary to make department deposits. Copies of this form
are available from the Master List of forms:
Cash
Receipt Deposit Voucher
Please note if your department has a comparable form, which includes all required information, please feel free to use it. Your form must include: account code, PID and the amount.
3. Where can I find a list and
description of the class codes necessary for deposits?
A list of class codes may be found on the accounting webpage:
Financial Services Bulletin
No. 97/98-03
Inter-campus mail does not offer appropriate security for mailing money of any kind, including petty cash reimbursements which are, essentially, cash.
5. Where is the deposit made?
Department deposits should be hand-carried to the Cashier's Window,
located at 301L MED.
Deposits of $200 or more should be made daily. Deposits less than $200 should be made within three business days.
Departmental Postage
7. How do I purchase stamps?
Stamps may be purchased by departments using the Departmental Postage
Request Form, (Form No. 395040072), available from General Stores.
Stamps not available on campus may be special ordered at the cashier's window. Special orders generally take 1-2 working days to arrive.
Special orders placed up to the last 5 working days of the month, will be filled in the current month. However, special orders placed during the last 5 working days of the month, will be filled the following month.
9. What do I do if I need stamps immediately and can't wait for the special order to arrive?If postage is required immediately and is not available on campus, you may purchase it at the post office, following the standard $100 per day per person limit for petty cash. A petty cash form must be completed and handled accordingly. For comprehensive instructions on deposits, please refer to the Handbook of Operating Procedures, Section 6.4.3.
10. What are the current postage rates?
- *First class stamps: 39 cents
- Postcard stamps: 24 cents
- Prestamped postcards: 25 cents
DHL envelopes are available in two sizes:
- Small, 12 1/2x9 1/2 @ $9.00
- Large, 16x12 @ $13.50
Petty Cash Reimbursements
11. What can be purchased with petty
cash?
Office and lab supplies, for institutional use only, that are not
available through General Stores, Today's Office, UT Graphic Services
or the UT Computer Store.
For a comprehensive explanation of petty cash reimbursements and purchases, please refer to the Bursar's Section (6.4) of the Handbook of Operating Procedures.
12. How do I get reimbursed for petty
cash purchases?
Petty Cash Reimbursement Vouchers are available from General Stores
(Form #395040102). Complete the voucher and attach a valid receipt. For
a definition of "valid receipt," please refer to the Bursar's Section
6.4 of the Handbook
of Operating Procedures. Hand carry the voucher to the Cash'er's
Window, for reimbursement.
13. Is there a time limit to be
reimbursed from petty cash?
Yes. Petty cash vouchers must be submitted within 60 days of the
purchase date.
14. I purchased items through the
Internet. What qualifies as a valid receipt?
The shipping invoice will suffice, as long as it contains: vendor name,
date of purchase, description of items, amount of purchase and type of
payment.
15. Is there any other way to purchase
items for departmental use?
Yes. please refer to Purchasing
Frequently Asked Questions.
Petty cash funds
16. How do I obtain a petty cash fund?
Petty cash funds may be requested by your department, using the Petty
Cash Fund Request Form available on the Master List of
Forms. Petty cash funds are typically used for patient participants
in studies, or departmental change. Once completed, the Petty Cash Fund
Request Form is forwarded to the Office of the Bursar for approval.
When the fund is approved, the paperwork is sent to the Bursar's
Cashier and the custodian is notified. For a comprehensive explanation
on obtaining a petty cash fund, please refer to the Bursar's Section
(6.4) of the Handbook
of Operating Procedures.
17. Where do I go to pick up the fund?
Once the custodian has been notified, he or she needs to see the "Petty
Cash Guidelines" film. This film may be accessed through the Library's
BLIS, Video Number: VT 99-379, from any computer on campus. The film
must be seen before the fund is transferred to the custodian. After
seeing the film, the custodian may retrieve the fund from the Bursar
Cashier.
18. Where do I keep my fund?
It is the responsibility of the custodian to obtain a lock box and
receipts. Both are available either through Boise Cascade or any office
store. The fund, receipts and custodian paperwork should be kept in the
box, in a secured area of the department.
19. Why do I need receipts?
The fund is subject to audit, therefore, receipts must be maintained by
the custodian. The receipt should reflect the signature of the
participant, description of service, amount received and participant's
ID number (if the study is confidential).
20. What do I do with the fund if I leave
the department?
If the custodian leaves the department, the Health Science Center or if
the fund is no longer required, it is the responsibility of the
custodian to return the fund, cash and receipts used to the Bursar
Cashier.