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Cash & Check Movement and Remission of Deposits

Directive Statement

University of Florida departments should remit all cash and/or check collections to the University Cashier at Criser Hall for deposit into the University bank account no less frequently than weekly (within five business days of receipt).  Whenever collections exceed $1,000, they must be deposited within one business day to the University Cashier.

Monies that will be deposited into a grant fund or a travel-related account should be remitted to Contracts & Grants, the Office of Research, or the Travel Office at a minimum of weekly (within five business days of receipt).  Whenever collections exceed $1,000 they must be remitted to Contracts & Grants, the Office of Clinical Research, or the Travel Office within one business day.

The only exception to the general directive is that all collections are to be deposited at fiscal year-end regardless of amount.

Reason for Directive

It is essential to have timely deposit of funds to the University bank account, as well as secure movement of funds between departments and the University Cashier’s office.

Who Must Comply

All University departments.

Procedures

Remission of Deposits

All cash and/or check collections should be remitted for deposit into the University bank account based on the following timelines:

  • At a minimum of weekly (within five business days of receipt) regardless of amount OR within the next business day when collections exceed $1,000
  • Collections should be remitted to the:
    • Contracts & Grants or Office of Research (for grant funds)
    • Travel Office (for travel-related accounts)
    • University Cashier (all other)

Regardless of amount, all collections are to be deposited at fiscal year-end.

Departments are responsible for the conveyance of their collections to the University Cashier, following the directives detailed in “Movement of Funds” below.

All collected monies forwarded to the University Cashier’s Office for processing must include copies of:

  1. Signed Deposit Transmittal
  2. Adding machine tape(s) that agree with the total of amount submitted for deposit

Deposits to Grant Funds

All deposits to funds 201, 209, 211, 212, or 213 must be processed by Contracts & Grants.  If you receive a check that must be deposited to one of these funds, you should:

  1. Restrictively endorse the check
  2. Deliver the check to the Contracts & Grants Office (PO Box 113001, 33 Tigert Hall)

This also pertains to cash expense refunds that relate to grant funds.  In that case:

  1. Complete the Cash Expense Refund Form
  2. Deliver the completed Cash Expense Refund Form and restrictively endorsed check to the Contracts & Grants Office (PO Box 113001, 33 Tigert Hall)

For deposits to fund 214, follow the procedures above for other grant funds, but deliver to the Office of Clinical Research Business Office, PO Box 100158, 1300 Center Drive, Room 106.

Deposits to Travel Accounts

All deposits to travel accounts (77xxxx) must be processed by the Travel Office.  If you receive a check that relates to a travel account, it will typically be a cash expense refund.  In that case,

  1. Complete the Cash Expense Refund Form
  2. Deliver the completed Cash Expense Refund Form and restrictively endorsed check to the Travel Office (PO Box 115350, 114 Elmore Hall)

Movement of Funds

Deposits

Deposits should not be sent through the campus mail system.  They may be:

  1. Dropped in the 24 hour depository located outside the University Cashier Office at Criser Hall, or
  2. Hand-delivered to the University Cashier office at S113B, Criser Hall, between 8:30 am and 10:30 am, Monday through Friday accompanied by a completed Deposit Consignment Sheet, or
  3. Delivered to the University Cashier using an armored car service (there is an additional charge for this service).  For information on the armored car service please contact the University Cashier at 352-392-0185.

Health Science Center Deposits

All local Health Science Center locations, with the exception of the Medical Center Bookstore, may bring their deposits to a central location.  For more information, please call the Health Center Post Office at 352-273-5022.

Cash

Departments will ensure that adequate protection is provided whenever cash is moved between buildings.  Locked bags will be utilized for the transportation of paper and coin currency.  Lockable bags may be purchased by contacting the University Cashier at 352-392-0185.

Special Situations

Large concerts and other productions should make security arrangements for movements of cash directly with the University Police Department, 352-392-1111 and the University Cashier, 352-392-0185.

Definitions

Cash Expense Refund

These include refunds, reimbursements, rebates, and returned funds from a vendor.

Restrictively Endorsed

A control technique used to restrict further action in regard to a financial instrument (normally a check).  The result of a restrictive endorsement places a limitation on the use of the check, such as “for deposit only.”

Last Reviewed

05/01/2020: reviewed content

Toolkits

UF HR Toolkit – Deposits

Contacts

Cashier: (352) 392-0185

Contracts & Grants Accounting: (352) 392-1235

Disbursements: (352) 392-1241

Treasury Management: (352) 392-9057

University Police Department: (352) 392-1111

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