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					South Texas College
Business Office - Comptroller Procedures for Off-Campus Collecting Functions

Purpose The procedure explains the off-campus cashiering functions and defines the roles and responsibilities of the site collector and the cashier's office. The procedures set forth ensure that proper controls are in place in order to minimize inherent risks. General Procedures

Site Collector A full-time employee must be assigned to the collection of payments by the site coordinator. This assignment must be formally documented in the off-campus cashiering function form. (Attachment) The form must be resubmitted if a new employee is charged with this task. The Cashier's Office must be aware at all times of the employee designed as the site collector. The site collector is responsible for adhering to the procedures set forth in this procedure and should exercise sound and prudent internal controls at all times. The site collector must attend the trainings sessions held by the cashiers. The site collector will be required to place finger prints on file at the local police department. Type of payment accepted. Only checks, money orders and credit cards payments may be accepted and deposited in the drop box. The checks or the money order must be made payable to STC and must be for the exact amount indicated on the bill. No partial payments are accepted. Bills The bills are mailed to the student's address. If the student does not have a bill, the student should call the cashier's office to request one. If the student is at the off-campus location, the cashier's office will immediately fax the bill to the student. If the student is calling from home, the cashier's office will mail the bill. A bill must accompany the payment. Prenumbered Envelopes Prenumbered envelopes will be provided to the site collector to collect payments at the off-campus sites by the Senior Accounting. The site collector will be required to sign for the envelopes and will be responsible for their safeguarding. The envelopes must be used in sequential order. Voided envelopes must be also be deposited into the drop box. An explanation should be attached. Payments When the student is ready to pay, the designed employee should provide the

Business Office - Comptroller

BO-5700

student with a prenumbered envelope. The student and the site collector must sign and date the payment log. The payment log must be faxed to the cashiers office on the following morning by 9:00. The copy of the log must be sent to the attention of the head cashier. The student must enclose a check or money order and their bill in the envelope and must deposit the envelope personally in the drop box. The drop box will in the custody of the designed employee. The key, however, will be in the custody of the cashier. The designed employee is responsible for the safeguarding of the drop box. The drop box should be stored in a secure location at all times. The drop box should not be left unattended in an unsecured location. Deposits - Mid Valley Every morning a cashier will come by the off-campus site to collect the payments. The cashier will initial in the log to confirm that the envelopes logged have been accounted for. The cashier will return to the cashier's office with the payment and will prepare the bank deposit slip and prepare the receipts for deposit that same day. Deposits - Starr County The site depositor will have custody of the key to the drop box. Each morning, the site depositor will obtain the payment envelopes from the drop box, complete the payment log with check number, credit card number, and amount. The site collector will also prepare the deposit slip and will make the actual deposit at the bank. The site collector will fax the completed payment log to the cashier by 9:00. The site depositor must not be the site collector. These two duties must be segregated at all times. Posting of Payment in Student's Account The cashier's office will post the payment to the student's account the same day that the payment was collected from the off-site location. Receipts The cashier's office will mail the student a receipt on the same day that the payment was collected from the off-site location.

Business Office - Comptroller

BO-5700

Off-Campus Payment Collecting Functions Form
Mid Valley and Starr County Campuses

1 Site Collector - Name

2 Site Collector - Telephone Number

3 Site Collector - Fax Number

4 Site Depositor - Name (Starr County Only)

5 Site Depositor - Telephone Number (Starr County Only) 6 Site Depositor - Fax Number (Starr County Only)

Signature - Account Manager Site Coordinator

Date

Signature - Site Collector

Date

Signature - Site Depositor

Date

Please complete and forward this form to the Business Office.

Business Office - Comptroller

BO-5700

SOUTH TEXAS COLLEGE
Mid Valley Center Payment Log ENV # W00001 W00002 W00003 W00004 W00005 W00006 W00007 W00008 W00009 W00010 W00011 W00012 W00013 W00014 W00015 W00016 W00017 W00018 W00019 W00020 W00021 W00022 W00023 W00024 W00025 W00026 W00027 W00028 W00029 W00030 W00031 DATE STUDENT NAME SSN SITE COLLECTOR DEPOSITOR

Business Office - Comptroller

BO - 5800

SOUTH TEXAS COLLEGE
Starr County Center Payment Log Env # R00001 R00002 R00003 R00004 R00005 R00006 R00007 R00008 R00009 R00010 R00011 R00012 R00013 R00014 R00015 R00016 R00017 R00018 R00019 R00020 R00021 R00022 R00023 R00024 R00025 R00026 R00027 R00028 R00029 R00030 R00031 Date Student Name SSN Site Collector Depositor Check No. Credit Card No./Type Exp. Date Amount

Business Office - Comptroller

BO - 5800


				
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