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INITIAL RECEIPT OF FUNDS (cash, checks, money-orders, etc)

Please use this list of items when accepting funds.  Doing so will serve to make deposit transmittal to the University Cashiers both fast and accurate.

  • Verify cash for counterfeit using counterfeit pens. (Available through the Cashiers)

  • Coins wrapped by customers and presented to a department must be labeled with the department name or individual’s name, ID# and phone number.  Coins must be wrapped if in the following quantities: 

    • Pennies - .50
    • Nickels - $2
    • Dimes - $5
    • Quarters - $10
  • Checks should be endorsed as soon as possible after they are received as follows:  For Deposit Only in the Account of Valdosta State University – Name of Department.
  • Review Checks thoroughly and obtain the following:
    • Payor Signature on the front
    • Local or permanent address & phone number
    • An identification number (SSN/Driver’s License or student ID).
  • Money-Orders must have an identification number and endorsement.
  • MasterCard, VISA, and Discover are the only credit cards accepted.
  • Departments accepting credit cards are required to have a printed name, an identification number and receipt number on all signed or phone-in transactions for tracing purposes.

  • Departments must have a documented system to provide a dated, sequential record of the original entry of funds received. Any method used must provide a clear audit trail.  Acceptable examples include Pre-numbered receipts or cash register receipts.  (The Cashiers can assist you in choosing a method.)

  • Do Not Accept Counter, starter, credit-card checks or post-dated checks.

  • Do Not hold checks - Include in the daily deposit.  Failure to do so may result in termination.

  • Do Not cash employee or student checks.  The Bursary offers this service during normal business hours for a maximum amount of $50 per day.

  • Do Not Advance cash or receive an IOU.