Accounting Services

Cashiering Policies and Procedures for Departments

General Policies

Cash, checks, and credit card payments must be deposited daily at the cashiering office. No receipts will be given. Deposits can be viewed on GLOW within 3-4 days. If a deposit exceeds $500 in cash, a public safety officer must deliver it or escort you to our office. Cash received by departments is not to be used for petty cash expenditures or to cash personal checks. All departments must ensure that adequate controls are in place for receipting and recording deposits and revenue.
Checks (including traveler’s checks and money orders) must be payable to Western Michigan University and endorsed immediately upon receipt. Endorsement stamps are available to purchase through the Cashiering Office. All deposited checks must include the fund, cost center, and object code on the front or back. Checks to a banner account should have the WIN written on the front of the check.
If expecting a wire or EFT, notify the Cashiering Office about the deposit. Wire transfer instructions are available from Cashiering; EFT authorizations from Investment and Endowment Management.
Only reimbursements should be deposited into a 4XXX account, and “reimbursement” should be noted on the check and deposit form. All other revenue should be deposited in the appropriate 8XXX account. Any gifts received should be forwarded to the WMU Foundation for processing.
All university monies should be deposited through the Cashiering Office. No department is permitted to maintain separate bank accounts.
Deposits from sales of tangible items (including sales tax) should go to account 8951. A 6% sales tax will be sent to the State of Michigan, and the same amount charged to department account 4620. Reimbursements for the personal use of telephones and fax machines should be deposited into account 8953. An additional six percent sales tax must be deposited into the same account. A 6% use tax will be sent to the State of Michigan, and the same amount charged to the department in account 4621.
The depositing department should keep copies of its departmental deposit form and bank deposit slip if used. Deposits are viewable in the GLOW system approximately three days after being received in cashiering. All deposits should be recorded in the same month the money is received. Special attention must be made to record deposits during the same fiscal year in which they are received.

Credit Card Guidelines

Departments that accept credit card payments in any form must comply with Western Michigan University's Payment Card Procedures and guidelines.
Departments may request a Merchant ID to access the application located in the Forms tab on the left. Never share your Merchant ID or credit card web system with another department unless cashiering approves it.
Departments assume all risks for mail, phone, and delayed-delivery transactions, including fraud. PCI standards require cardholder data (numbers, expiration dates, etc.) to be stored in a secure, limited-access environment. Cardholder data cannot be stored. Any chargebacks and/or cardholder disputes are charged back to the department.

Departmental deposit procedures

Departments that regularly receive and deposit cash should have written procedures in place to ensure proper handling and documentation. Retain all transaction documents, including deposit slips and supporting records.
Departments must use the uniform Departmental Deposit Form (under Forms tab) and complete all required fields. Always complete the contact person and telephone number sections. This section is crucial for ensuring the prompt processing of the deposit. Errors may occur when the cashier is unable to read the provided information. Be sure that all information is written clearly.
Deposit slips and endorsement stamps used for bag deposits must display the department name and assigned location number. Please contact cashiering if you do not have these.
Each department orders its own deposit slips as needed. You may order by calling PNC Bank at (800) 355-8123. When ordering, be sure the department name and location number are included on the new slips.

Preparation of deposit with bank deposit bags

Departments regularly depositing large cash or check amounts should use a bank deposit bag for cashiering. If you have questions about whether to use a bag, please contact cashiering.
Be sure to put cash and checks in separate deposit bags. PNC Bank requires that check and cash deposits be sent in separate bags. If checks and cash are in the same deposit bag, cashiering will return it for correction.
Fill out the bank deposit slip. Include the bag number on the slip. The white copy of the slip is placed in the small pocket of the deposit bag, facing out, so the deposit information is visible. For checks, please include a calculator tape with the totals. Keep the pink copy and attach the yellow copy with a second calculator tape to the deposit form.
Fill out the front of the bag with the department name, date, and amount. The cash or checks go into the large pocket of the bag. Do not paper clip, rubber band, or paper band the checks or currency. To securely seal the bag, remove the protective strip from the adhesive area and seal the bag. Remove the adhesive strip from the small deposit slip pocket and seal as well.
PNC Bank will not accept rolled coins. Coin should be included with currency.
Credit card batch settlement reports should be attached to the departmental deposit form.
Cash, checks, and card deposits can be entered on the same departmental deposit form.
Deposits should be placed in the drop box outside the cashiering office or sent via Public Safety. The sealed bags, credit card batch settlement reports, and departmental deposit form should be bundled together. The deposit will be processed as soon as possible and will be available on GLOW approximately 3-4 days after processing. Receipts are not mailed to departments.

If you have any questions please contact the Cashiering Office at (269) 387-2952, (269) 387-2973 or (269) 387-4105.