Departmental Deposits and Organization Deposits:

All cash and checks received by a department or organization must be     

processed in the Accounting office.  The deposit must be accompanied by a

deposit slip.  The deposit slip should indicate the description of the deposit,

the account number to credit, and the amount of checks and cash.  If deposit consists of more than one check, a register tape must also be included with the deposit form and each check must have a stamped endorsement on the back.  Deposit stamps can  be requested in the Accounting Office.

Petty Cash:

When it is necessary to make cash payments for purchases, the following guideline will apply.  A fully completed petty cash voucher, signed by the department head, will be presented to the cashier in the Accounting Office.  The petty cash voucher must be backed up with proper documentation (original receipts) for the expenditure.  Cash will be issued in an amount not to exceed $50.00.  REQUESTS FOR PETTY CASH More Than $50.00 will require advance notice and prior approval from Accounting.

NOTE: payment for honorariums, gifts, donations or services rendered may NOT be paid through petty cash.  A purchase order is required. See 1099 reporting section under purchasing procedures.

Mileage Reimbursement:

Reimbursement for personal mileage driven for business purposes may vary by department but may not exceed the allowable limit approved by the IRS.  The allowable limit for 2008 is as follows:

Jan1 through June 30: $.505 per mile

July1 through Dec 31: $.585 per mile

Student Awards:

On special occasions, such as for Student Achievement Day, a student may be issued an award for which a check should be issued. Do NOT issue purchase orders for student awards. Federal regulations require that all monetary awards given to students must be recorded by the Office of Financial Assistance, who will in turn notify the Accounting Office to process the check. Include the following information with your request:

Student name

Student ID#

Dollar amount of award

General Ledger # to charge

Date check is needed

General Ledger:

The general ledger is the financial recording of all transactions and activity that has occurred.  The general ledger is updated everyday.

Budget Reports:

Budget Reports for restricted and gift accounts are distributed to the Vice Presidents quarterly.  Reports for Organizational Accounts are distributed to the Vice President of Student Affairs each month.

Informer:

Departmental Budget Reports can be viewed on-line using Informer.  All properly approved purchase orders, journal entries, budget revision, and transfers turned in to the accounting office Monday thru Friday of one week, will be processed and available for viewing by Wednesday of the following week.

Access to informer is determined by the Vice President of the Division.  The request must be in writing and turned into Tech Services.

Instructions for using Informer can be found in the Accounting Office.

Budget Revisions:  

Budget Revisions are adjustments made to the original budget to re-allocate money that is already in place.  This process is not intended to correct accounts that have been overspent, but ensure that money is available in a specific account before the  expenditure is made. Before any adjustments are made to a budget line, a Budget  Revision Form with the necessary signatures is turned into the Accounting Office.  Download a budget revision form.

Journal Entries:

Journal Entries are entries made to the general ledger to correct an account, charge an account, or transfer money to an account.  Journal Entries are requested in several ways, by memo, e-mail, telephone, or directly from a budget officer. A brief description must accompany a journal entry request as to why the entry is needed. 

You can make a request for a transfer of funds using a Transfer of Funds form.