Receipt and Deposit of Funds Operating Procedure 210.12
Series: 200 Administrative Services
Section: Accounting and Auditing
Cross-Reference: Receipt and Deposit of Funds Policy 210.11
This Operating Procedure is established in accordance with the Receipt and Deposit of Funds Policy and is applicable to College employees involved in receiving and/or depositing funds on behalf of the College.
General Receipts and Deposits by College Departments
Prior to accepting any deposits, College employees shall contact the Bursar Office to review procedures and processes for handling College funds unless applicable procedures have already been approved by the Bursar Office.
College employees must deposit all funds on the same day they are received, unless the Bursar Office has approved for the department to hold receipts overnight, in which case the funds must be deposited within one business day of receipt. Departments off the main Campus must have their deposits couriered to the Bursar Office in GEB 115. All other departments must walk their deposits to the Bursar Office in GEB 115. Payments/deposits of any kind shall not be sent to the Bursar Office through Campus mail.
For those areas holding deposits overnight as approved by the Bursar Office, the deposits must be kept in secured/locked storage. All deposits must be accompanied by supporting documentation. Employees should consult Campus Police regarding provision of a security escort when warranted.
All check items received for deposit must be restrictively endorsed with a Bursar Office provided endorsement device.
Upon acceptance of payment in person (especially cash), College employees must offer a receipt to the person making the payment to the College. Only cash and checks can be received by College employees as payment unless other methods of payment are approved by the Bursar Office.
Receipt of Tuition/Fee Payments
Tuition payments (for credit courses) shall be accepted exclusively by Bursar Office employees and no other employees are authorized to accept such payments on behalf of the College. Tuition payments are accepted by Bursar Office employees in GEB 115; in the designated drop boxes (checks only); or via the College website for electronic check and credit/debit card transactions.
Continuing Education fee payments for class registration may be accepted online and by Continuing Education Registration employees (checks and credit cards only, no cash).
Faculty members and other non-authorized employees shall not accept tuition or fee payments and should direct individuals to the above listed channels for making a payment.
Receipts and Deposits by Student Clubs and Organizations
College-approved student clubs and organizations requiring a cash box for fundraising or other activities shall request a cash box through the Student Life Office. The Student Life Office will coordinate such requests with the Bursar Office and provide the cash box to the student club/organization. Student club and organization funds must be turned into Student Life Office daily and the Student Life Office will deposit funds with the Bursar Office within one day of receipt.
Receipts and Deposits by the JCCC Foundation
JCCC Foundation receipts and deposits will be processed by the JCCC Foundation office.
Credit/Debit Card Processing on Campus
Only certain designated areas at the College shall take credit and debit cards. All employees in these areas must have Technology Security training to be able to process credit/debit card payments. All credit/debit card transactions must be processed through an approved PCI-DSS compliant payment gateway. Approved payment gateways can be determined in consultation with the Bursar Office.
No credit/debit card payments shall be accepted via email.
Any questions regarding the receipt, deposit or processing of College funds shall be directed to the appropriate Bursar Office officials for review and guidance.
Signature on File in Policy Office