The University of Texas at Austin
College of Engineering

Departmental Policies & Procedures

bursar deposits

 


BURSAR'S DIVISION NON-GIFT DEPOSITS

  1. Endorse check(s) upon receipt.
  2. Prepare VC1 entering required information (make 3 copies).
  3. Prepare calculator tapes (2):
    1. Must be at least 4 inches long
    2. Begins with 0.00 or 0. C (indicating a cleared calculator)
    3. Leave 1 inch of blank tape after totaling and before tearing off.
  4. Prepare Bursar's Deposit Slip in duplicate, entering your name on the "Prepared By" line. (Several deposits may be listed on form.) Initial as Creator (2 copies).
  5. Creator delivers to the M.E. Service Center a stapled packet containing:
    1. Deposit Form - 1 copy
    2. Bursar's Deposit Slip - 2 copies
    3. Calculator Tapes - 2
    4. Endorsed Check(s)

Packet retained by the creator:

    1. Deposit Form - 1 copy
    2. Bursar's Deposit Slip - 1 copy
    3. Memo portion of Check(s) (if relevant)
    4. Copy of Check(s)
  1. Service Center Coordinator ( Ismael ) signs on "Verified By" line and places deposit packet in bank bag. In the absence of the Service Center Coordinator, see the Assistant to the Chair ( Alicia ).
  2. Service Center Coordinator enters name of person delivering deposit on "Delivered By" line. Delivery person initials.
  3. Delivery person takes bank bag to the Bursar's Office (MAI 8).
  4. Bursar's Office employee signs on "Received By" line (if possible).
  5. Creator files processed Deposit Form and Bursar's Division Deposit Slip with their packet.


OFFICE OF SPONSORED PROJECTS RESEARCH NEW ACCOUNT REQUESTS/DEPOSITS

  1. Faculty gives check(s) to Area Staff - be sure to endorse upon receipt.
    1. If it is to establish the 26- account, it goes to Kathryn to set up the account through OSP (with a requesting memo from the faculty member); remember to include the donor's letter. The memo should include:
      • Faculty member's name
      • Sponsor's name
      • Proposed title of the new account
      • Unit code to which the new account will be assigned
    1. If it is a deposit into an existing account the Area Staff member can either send the check to the Office of Accounting (if the check is less than $2K and there is not a rush on the need for the funds), or deliver it to the Office of Accounting to be logged and deposited with the daily batch.
  1. Deposits and the donor's letter go to:
    Front Counter
    Office of Accounting
    Attn: Robert Prentiss
    Main 132
    K5300


COLLEGE OF ENGINEERING NEW ACCOUNT REQUESTS/DEPOSITS

  1. Endorse check(s) upon receipt.
  2. Check(s) in excess of $2,500 must include information determining the way the funds should be utilized. This may be found either from:
    1. Related Correspondence
    2. Specific Information on Face of Check(s)
  3. Make 3 copies of check(s) (front).
  4. Prepare 2 copies of COE New Account Request Form.
  5. Creator sends/delivers to Financial Officer, Dean's Office Accounting (Cindy Brown), (C2100/ECJ 2.508) a clipped packet containing:
    1. Original COE New Account Request Form
    2. Copy of Check(s) - original kept in dept. safe until account is set up
    3. Copy of Related Correspondence
  6. After account is set up, prepare 2 copies of Gift Processing Form (FileMaker Pro document).
  7. Prepare Deposit Form in triplicate (FileMaker Pro document), entering your name on the "Prepared By" line. (Several gift deposits may be listed on form.) Initial as Creator (3 copies).
  8. Creator delivers to the M.E. Service Center a stapled packet containing:
    1. Deposit Form - 2 copies
    2. Gift Processing Form - 1 copy
    3. Endorsed Check(s)
    4. Copy of Related Donor Correspondence

Packet retained by the creator:

    1. COE New Account Request Form
    2. Deposit Form - 1 copy
    3. Gift Processing Form - 1 copy
    4. Memo portion of Check(s) (if relevant)
    5. Copy of Check(s)
    6. Copy of Related Donor Correspondence
  1. Service Center Coordinator ( Ismael ) signs on "Verified By" line and places deposit packet in bank bag. In the absence of the Service Center Coordinator, see the Assistant to the Chair ( Alicia ).
  2. Service Center Coordinator enters name of person delivering deposit on "Delivered By" line. Delivery person initials.
  3. Delivery person takes locked bank bag to the Development Office (LCH).
  4. Development Office employee signs on "Received By" line (if possible).
  5. Creator files processed Deposit Form with their packet.