OFFICE OF STUDENT AND DEPARTMENTAL ACCOUNT SERVICES. Department Transmittals By Wendy Brown. Nau.edu/ Comptr /policy. CMP 300 Deposit of university funds. University funds are to be deposited daily with Student & Departmental Account Services whenever the sum of two hundred dollars
By Wendy Brown
Deposit of university funds
University funds are to be deposited daily with Student & Departmental Account Services whenever the
sum of two hundred dollars
or more is accumulated.
Funds less than two hundred dollars may be accumulated for up to five working days. In other words, a deposit is required whenever two hundred dollars is accumulated, or five business days pass, whichever occurs first. Under no circumstances should the department hold university funds for longer than five working days from the date of collection.
We are asking All departments to use
this form, it will reduce confusion and errors. Ensuring the funds are deposited into your accounts in a timely manner.
The comment section is not necessarily to tell us how wonderful we are, but can be used to put in names with check numbers
Don’t re-copy the copies
The gray area that says “cashier use only”
becomes so dark we can’t enter our verification
info so that
it is readable.
Refer to “Exhibit A”
paper clipping your checks
or cash to your transmittals.
give us a shout – we own
our weight in paper clips.
Don’t use #10 NAU
envelopes for your
deposits of cash or checks.
We have FREE bank
coin/cash envelopes that we would be happy to send you.
your direct phone number
as well as campus box number.
Print the name of the fund code custodian as well as the signature so we have a readable name if there is a problem with the transmittal.
GUESS WHOSE SIGNATURES
3 or 4 digit security #, as well as the individual cardholders name, signature, phone number and zip code.
(please note exhibit B)
Copy of unreadable receiptWe need to be able to read the dollar amount as well as know if the pre deposit was posted to Visa/Mastercard or AMEX card.HELP!
Rec Center – currently not available
du Bois Center
Skydome – Currently not available
A locking bank bag or sealed plastic bag must be used to transport the cash, checks, credit card settlement (for authorized departments only), and deposit transmittal form(s). This bag must have the department name and box number clearly visible on the outside of the bag. CMP307Contact Wendy Brown 523-6077 Student Accounts regarding how to obtain deposit bags
Pick up a locked
from the drop off
Areas. Do not put a deposit in an inner office envelope.
SECURE YOUR FUNDS
DO NOT SEND YOUR TRANSMITTAL THROUGH NAU POSTAL SERVICE
If you need a new bank bag, send an e-mail your request to:
Include the number of bags you need as well as which fund code you want us
The bags are $25.00 each
It is required that two people accompany the departmental deposit from their office
to the nearest depository.
This will ensure a witnessed chain of custody.
A video surveillance camera is located at each drop box for your safety
and to verify that a drop was made.
If you discover a deposit has been posted to the wrong account, our office is unable to move your money. You need to fill our a transfer of funds with the Comptrollers office to have the money moved.Nau.Edu/Comptr – forms – Transfer of Funds We feel awful if we made mistakes entering your deposit.
Student and Departmental
Northern Arizona University contracts with JPMorgan Chase Bankto allow the university units with the option to accept bank cards to sell goods and services to its customers. Along with this service, the university merchants are subjected to, and must comply with all rules, regulations and contractual provisions regarding the handling of bank cards.
NAU Information Security Policy which can be found at nau.edu/its/policy/infosecpolicy.htm
Payment Card Industry Standards
Visa, Mastercard, Discover and American Express Association Merchant requirements.
These rules and regulations must be adhered to as the department/unit or the university may be subject to severe financial penalties for
failure to comply.
We must at all times ensure the security of the cardholder data processed via the merchant account number.
This tutorial is designed for current NAU CC terminal users and for departments seeking to accept credit card payments.
If you currently are set up with a credit card machine please enjoy this refresher.
FOR NEW USERS
You will be asked to read the credit card acceptance agreement and sign. This document will be sent to you to read and sign.
Step 1 – Obtain permission from the Comptrollers office (Robert Norton) for processing credit card payments.
PCI – Payment Card Industry
DDS – Date Security Standard
Since 2005 PCI & DSS has served as an industry-developed mandate for protection of consumer credit card information.
This standard helps companies outline the best practices for securing and protecting credit card numbers.
Any users of the credit card machine are required to have a full background
The information on how to obtain this is on the NAU Human Resource web site under forms and Background checks.
It is prohibited to transmit bank card information (e.g. account numbers, expiration dates, etc) via e-mail or unsecured fax machine.
Access to the area which is used to process, transmit or store cardholder data must be restricted to authorized university personnel on a need to know basis. All cardholder information must not be physically present at the workstation when the employee is not physically present.
Storage of card validation code (three or four digit value printed by signature line on Visa/Mastercard or on the front of AMEX)
is strictly prohibited
University merchants are subject to, must understand and must comply with all rules, regulations and contractual provision regarding the handling
of bank cards.
In the near future an online agreement will be sent to all University merchants across campus to read and sign electronically.
This will be done annually.