SECTION 2: RECEIPT AND RECORDING OF REVENUES
2.1
Receipts College revenues shall be received by the Bursar Department in the Office of the Vice President of Finance or the Campus Student Account Offices and subsequently deposited in the appropriate bank account by the end of each day. The Vice President of Finance shall approve in writing the types of payments and funds that may be received by the Bursar and Campus Student Account Offices and any additional points of collection for College revenues at the campuses other than the Campus Student Account Offices. College revenues received by other employees shall be transmitted to the Campus Student Account Offices or to the Bursar Department in the Office of the Vice President of Finance before the end of each day. Furthermore, cash receipts will be accepted only at the following locations: the four Campus Student Account Offices, the Office of College Services Bursar’s Office, and the West Hills Center. Center locations shall have a kiosk available for students to make e-check and credit card payments via the Online Student Account Center. Depository Bank Account Depository bank accounts have been established for the purpose of receiving payments made at campus locations. All payments received at any location are to be deposited timely to the appropriate bank account. Cash Receipt Session Documentation Retention Cashiers in the Student Account Offices are responsible for reconciling their daily cash session at the end of each shift. Upon completing the reconciliation, the cash receipt session packet is to be scanned into the Perceptive Content document imaging system. Campus Student Account Offices are required to maintain paper copies of each cashier’s daily receipt session and the original physical checks that have been deposited via remote deposit for a period of 30 calendar days. These documents are to be maintained in a secure vault, locked file cabinet, or other securely locked storage area. Documents should be shredded on a regular basis. Under no circumstances should these documents be maintained longer than 60 days. Returned Payments Payments returned from the bank will have a $25.00 returned payment fee, per item, assessed to their account. This charge cannot be waived except in the case where there was a bank error. A letter from the bank indicating the bank’s error is required.
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