Receipt and Deposit of Funds Operating Procedure 210.12

Johnson County Community College
Series 200: Administrative Services
Section 210: Accounting and Auditing

Receipt and Deposit of Funds Policy 210.11

In accordance with College Policy 210.11, the president of the college shall be responsible for establishing and maintaining procedures for the receipt and deposit of funds by the college and its staff.

General Receipts and Deposits

Prior to accepting any deposits, college staff shall contact the Business Office to review procedures and processes for handling funds unless procedures have already been established.

College staff must deposit all funds within one business day of receipt. The Bookstore, Dining Services and Box Office departments will do this by using the TouchNet Web Departmental Deposit system. Those departments off the main Campus must have their deposits couriered within one business day to GEB 115. All others departments must walk their deposits to the Business Office in GEB 115 or the Business Office staff member in RC 173 the same day. For those areas holding deposits overnight, a secured/locked storage area must be available. All deposits must be accompanied by supporting documentation. Staff shall consult Campus Police regarding provision of a security escort when warranted.

Student clubs requiring a cash box for fundraising or other activities shall request a cash box through the Student Activities Office. The Student Activities Office staff will coordinate such requests with the Business Office and provide the cash box to the student club. Student club funds must be turned into Student Activities Office daily and Student Activities Office will deposit funds with the Business Office within one day of receipt.

All check items received for deposit must be restrictively endorsed with Business Office provided endorsement device.

Upon acceptance of payment in person (especially cash) College staff must provide a receipt to the person making the payment to the College. Only cash and checks can be received by College staff unless otherwise determined by the Business Office.

Payments/deposits of any kind shall never be sent through Campus mail.

In no case shall a faculty member or a non-authorized staff member accept tuition payments. Tuition payments shall be accepted exclusively by Business Office staff. Tuition payments are accepted in GEB 115; in the designated drop boxes (checks only); or via the college website for webcheck and credit/debit card transactions.

JCCC Foundation deposits will be handled by the JCCC Foundation office.

Credit/Debit Card Processing on Campus

Only designated areas on campus shall take credit and debit cards. All staff in these areas must have Technology Security training to be able to process credit/debit card payments. These areas include the Business Office, Bookstore, Dining Services, Box Office, Museum Store and CE Registration. All transactions in these areas must be processed through an approved PCI-DSS compliant payment gateway or a Business Office provided Verifone credit card machine. A list of approved payment gateways is available in the Business Office.

Any department wishing to take credit card transactions online must use the college Marketplace system through ShopJCCC. Departments must contact the Business Office for setup and instructions. Only the TouchNet Marketplace system shall be used for departmental deposits by credit card.

No credit/debit card payments shall be accepted via email.

Procedure Questions

Any questions regarding the receipt, deposit or processing of college funds shall be directed to the appropriate Business Office officials for review and guidance.

Approved: February 16, 2012

Signature on file in Policy Office
Terry A. Calaway