Departmental Deposits

“Cash” can include (but is not limited to) the following:

• Currency and coins
• Personal checks
• Business checks
• Traveler’s checks
• Cashier’s checks
• Money orders
• Credit/debit card transactions.

If you experience problems when filling out this form or have any questions, please call our office at (585) 395-2473.

• Detail Code Request Form
• Student Accounts and Accounting Departmental Deposit Form

If you need deposit supplies including bank bags, bank deposit slips, etc., please contact bursar@brockport.edu.

The following guidelines are in effect for all SUNY Brockport campus departments authorized to collect and/or process payments (cash, check, credit card, electronic, or other). Please use the chart below to determine the appropriate method of transport (e.g., via campus mail, departmental staff, or University Police) for both funds and related supporting documentation.

Note that the failure to comply with these instructions may result in the revocation of departmental privileges surrounding the acceptance and processing of all payment types.

General Information

• All cash, coin and checks must be remitted to Student Accounts & Accounting (Rakov, 2nd Floor) no later than 48 hours (2 business days) from receipt
• All cash, checks, credit card documentation and supporting paperwork should always be secured in the locked “blue bag” provided to your department. Under no circumstances should any of the items cited be transported in an unsecure (i.e., unlocked) envelope or other package
• Departmental employees, including student workers, are authorized to transport locked deposit bags containing LESS THAN $100 (total cash plus checks) to Student Accounts and Accounting. If the department is not comfortable assuming this risk, they should contact University Police for transport
• University Police may not be able to pick up your deposit bag on the day you call. Please plan accordingly to ensure you are not in violation of the 48-hour timeframe cited above.

Transport Guidelines

Send bag via CAMPUS MAIL for:

• Credit Card Terminal Close-Out (End-of-Day) Receipts
• Any electronic only transaction (including EFT)
• Any other paperwork NOT reflected in Item B below

INCLUDE ALL OF THE FOLLOWING IN THE LOCKED BAG:

1. Credit Card Terminal Close Out Receipt
2. All related paperwork/documentation, including:
   1. Documentation for all electronic transactions, including credit card and EFT
   2. Departmental Deposit Form (if applicable)
   3. Screen shot of Banner Cashier session (if applicable). Make sure Banner session has been CLOSED

If your deposit contains ANY cash, coin, or check(s), it cannot be sent via campus mail. See instructions in Item B below

Call UNIVERSITY POLICE to Request Bag Transport for:

• ANY amount of cash/coin
• ANY check(s)

Departmental employees, including student workers, are authorized to transport locked deposit bags containing LESS THAN $100 (total cash plus checks) to Student Accounts and Accounting. If the department is not comfortable assuming this risk, they should contact University Police for transport

INCLUDE ALL OF THE FOLLOWING IN THE LOCKED BAG:

1. Cash, coin, check(s)
2. All related paperwork/documentation, including:
   1. Separate adding machine tape representing each payment type (cash, coin, checks)
   2. Departmental Deposit Form (if applicable)
   3. Screen shot of Banner Cashier session (if applicable). Make sure Banner session has been CLOSED