PURPOSE:

The purpose of a receipting center is to collect fees, fines, sales and deposits due to North Carolina Agricultural and Technical State University, and to receipt and deposit those funds in accordance with North Carolina General Statute 147-77. Receipting centers are located in the following departments:

• Bluford Library
• University Book Store
• Continuing Education Dept.
• Counseling Center
• Graduate Admission's Office
• Sebastian Health Center
• Housing Office
• Police Administration Office
• Student Memorial Union
• WNAA Radio Station
• Student Affairs Office
• Student Development Office
• Treasurer's Office and
• Undergraduate Admission's Office.

Only the aforementioned entities have been designated as official receipting centers.

POLICY:

State Fund revenues and cash receipts collected by North Carolina A&T State University must be deposited to the credit of the State Treasurer. Such funds can be deposited no later than the next business date following the actual date of collection (within 24 hours). All funds collected at receipting centers will be picked up by the University courier on a daily basis. All checks and drafts earmarked for deposit to the State Treasurer's account must be made payable to the University. Receipting centers are only authorized to collect certain funds.

It is management's responsibility to assure that funds are maintained in a secure location and funds are being deposited in a timely and appropriate manner. Additionally, if management has designated the actual collection process to a subordinate, management is still accountable for the appropriate oversight.

PROCEDURES:

1. Obtain an official three or four part receipt book from the Treasurer's Office or have a cash register approved by the Treasurer. The department is responsible for all receipt books issued for receipting purposes.

2. Receipts must be provided to all customers paying funds or providing gifts to the receipting center. To accept a personal check, refer to Acceptance of Personal Checks.

3. The receipts are to be used in strict numerical order, copies distributed in the following order:

A. The original or first copy of the receipt is given to the payer.B. The second copy of the receipt should be maintained in numerical order and turned in to the Cashier's Office with the funds collected.C. The third copy of the receipt is maintained in numerical order in the receipt book in the department until all receipts are used.

When all receipts in a book have been used, the book should then be returned to the Cashier's Office and exchanged for a new book. In the event a receipt must be voided, all three (3) copies are to be retained in the receipt book. DO NOT DESTROY ANY PORTION OF A VOIDED RECEIPT.

4. If a check is received, it must be payable to North Carolina A & T State University

5. At days end , all receipts and monies are to be reconciled and any discrepancies resolved.

6. If there are any missing funds, the University Police department must be contacted immediately. Additionally, the appropriate Cabinet members must also be made aware of any shortages.

7. If applicable, all monies, receipts and deposit slips are to be maintained in a secure location over night, preferably, in a safe or lock box housed in a lockable file cabinet.

8. The next day the deposit slips and monies are to be available for pick up (8:30am) by the courier. In preparation for the deposit process, all checks should indicate the department Banner Fund/account number, or if applicable, student Banner ID number.