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Frequently Asked Questions by Departmental Staff
Some of the more frequently asked questions are listed below. Click on the question to see the answer:
How should we strap the currency we’re depositing?
The bank requires certain strapping of currency denominations. In addition to the bank requirements, there are also certain size straps that are used more frequently by the university. The instructions for these straps by denomination are available in the “Preparing your Cash Receipts” document. Please feel free to contact any Bursar Office with questions.
Are you open over the lunch hour?
Yes, all Bursar Offices are open for service over the lunch hour. It should be noted however, that the St. Paul and office has limited staffing during the lunch hour so service may also be limited.
What are your hours?
Our hours of service are as follows:
All Bursar Offices are open Monday through Friday
| East Bank Bursar |
145 Williamson Hall |
8:00 am – 4:00 pm* |
| St. Paul Bursar |
107 Coffey Hall |
8:00 am – 3:30 pm |
*Departments are strongly encouraged to bring their deposits prior to 3:30 in order to meet banking deadlines.
Where can we get an endorsement stamp for our checks?
Endorsement stamps can be ordered through the East Bank Bursar Office. Please fill in the Banking Supplies Order Form (PDF) and fax it to the East Bank Bursar at 624-0830 Be sure to indicate your account string to charge for the order. The Bursars will order the stamps and notify you when they come in.
Note: There are certain size requirements and information that must be included on your endorsement stamp-see Check Endorsement Stamp Information.
I requested some checks to be sent to a specific Bursar Office, How can I find out if they have been received?
Departments may request checks to be routed from Disbursement Services to a specific Bursar Office for pickup. Checks are sent from Disbursement Services to the various Bursar Offices by courier on a daily basis (typically around 1 pm). If you are expecting a check to be delivered at a specific Bursar Office, feel free to contact that office after 1pm on the day you are expecting the check. We will need to know the department AREA NUMBER and the PAYEE NAME and we can then check for you to see if it has been delivered and is ready for pickup. We will hold checks at the Bursar Offices for ONE MONTH before they are returned to Disbursement Services.
Will you accept Departmental business at the East Bank Bursar after 3:30?
Departments should make every effort possible to make their deposits prior to 3:30pm at the East Bank Bursar (the St. Paul Bursar closes at 3:30pm). While the East Bank Bursar office is open until 4:00pm, any deposits made after 3:30pm may not be deposited to the bank until the next business day and therefore that money would not be available to the University for investment purposes. It should be rare that a department needs to drop their deposit after the 3:30pm bank deposit cut-off.
Can I process a CR document that is more than one page long?
Departments may process multiple page CR documents. However, multiple page CR’s need to be processed in a certain way:
- Multiple page CR’s need to have the same CR number on ALL pages. You can do this by making copies of your blank CR document prior to filling it out.
- Multiple page CR’s need to indicate the current page/total pages at the top of each page (e.g. page 1 of 4, page 2 of 4, etc.)
- Copies of the additional pages must be attached to each of the White, Pink, and Blue copies of the original CR document.
- The additional pages attached to the original copies of the CR need to be cut ABOVE the signature lines. This is necessary so that the original copies of the CR can be processed through the validation equipment at the Bursar Offices. If this is not done, your document may get stuck in and/or torn by the validation equipment.
- Re-add all line totals on the CR to verify that it matches the CR document total.
For more information, see Multiple Page Cash Receipt Form.
What happens when the Bursar needs to make a change to my CR document?
There are multiple reasons why a change to a CR document may be necessary; a check was taken for an incorrect amount, a currency strap is incorrect, etc. If the Bursar Office needs to make a change to a CR document, the person listed on the CR as the document preparer (“Prepared by”) is contacted. It is important that the name and phone number listed under “Prepared by” is a staff person who can answer questions about the document and who is available until 4:30pm. If we are unable to get through to the staff person indicated, we will change the CR tender amount affected (check, currency or coin) and we will also change the amount listed on the first line of the CR document. A copy of the amended CR will then be sent to the department for their records. In the event that the first line of the CR that was changed was not the correct budget line that should have been changed, the department will need to do the necessary accounting document to make the budget corrections.
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