Cashier Ledger and Deposits

As of May 2022, we no longer collect fines.  In the event that changes, here are the instructions.

To prepare the fines that are collected for deposit at the Bursar’s office, perform the following steps:

  • In the workroom closet on top of the gray filing cabinet are the (1) deposit forms; (2) an interoffice envelope used to write the amount of each daily deposit and send the deposit to Bursar’s; (3) an interoffice envelope used to keep the Bursar’s receipts, and (4) another interoffice envelope used to keep all the register receipts.
  • Using your computer, access the S: Drive>Access Services>Circulation>Ledger. Open the folder Daily Ledger FYXX (XX is the current fiscal year).
  • In the ledger, click on the correct month tab on the bottom of the screen. Then use the numbers that run down Columns B and M as the number that matches the date to enter the Register Reading in Column E and the Cashier Deposits in Column L. For example, if yesterday was the 1st, then the amount collected is written on the line equal to the 1st in Column E (Register Reading). The amount to be deposited goes on the next line under Column L (Cashier), which equals the date the 2nd.
  • Fill out the boxes under the below headings:
    • initials – initials of staff person who cashed out register at end of day
    • register reading – what the cash register receipt says the amount should be
    • blue chip – the amount collected via Blue Chip card
    • cash – the actual amount of cash/checks (checks are counted as cash)
    • over – in case of an overage
    • void – write in the amount of the void
    • subtotal – the new total after a void
    • CASHIER – amount sent over to Bursars
  • The cash register receipt goes in the interoffice envelope marked “Cash Register Receipts” in dated order.
  • Fill out the deposit slip for the Bursar’s office:
    • On the Index line, write – RVLIBR
    • On the Account # line, write – 577150
    • On the Amount line, write the amount of cash/checks to be deposited
    • On the Total Amount of Deposit line, write the cash amount
    • Fill in Date
    • On the Payer/Source of Funds line, write Fines
    • On the Depositor’s Name line, write in the full name of the person going over to make the deposit (often the student worker or staff person who is doing this will write it in him or herself).
    • On the Comments line, write Fines
  • On the interoffice envelope that is used to send the deposit to Bursar’s, write in the date and the amount of deposit.
  • Make a copy of any checks that need to be deposited (make sure Student ID is on top of the check). Then put it in the interoffice envelope labeled “Check Copies [Date Range]” in the top drawer of the file cabinet near Rolande’s desk.
  • In the S: Drive>Access Services>Circulation>Ledger, open the folder Circulation Receipt Journal FYXX (XX is the current fiscal year).
  • Fill out the boxes under the below headings:
    • Date of Receipt Rec’d By Dept. – Date on the register receipt (or date register was cashed out, usually the day before)
    • Amount of Receipt – Amount of cash/checks deposited at Bursar’s
    • Date Deposited at Bursar’s Office – Date deposit was brought to Bursar’s (should be 24hrs. after the Date of Receipt Rec’d By Dept.)
    • Deposited by – The last name of student worker or staff member who brought over deposit to Bursar’s
    • Receipt Deposited Within 24 Hours of Receiving?  – The answer to this question should usually be “Yes.” If “No,” please explain why in Comments column.
  • In the envelope, send over the deposit form, the cash/checks that needs to be deposited, and any change that needs to be made for the register (if applicable).
  • Once the person comes back, put the receipt that the Bursar’s office gave in the interoffice envelope labeled “Cashier Deposit Slips” in dated order.
  • Then put everything together back in the workroom closet on top of the gray filing cabinet.

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