Processing Transmittals

• The transmittal for Receipts form can be found online at:

https://www.wku.edu/finadmin/forms/documents/transmittal_rev12_2012.xlsx

When to submit a transmittal:

• If funds are received within your office, transmittals should be submitted daily.

• This is for the safety of your department and the university.

• This is university policy!

How to prepare funds -ChecksThe check needs a name and address listed – no counter checks. See

The date should not be in the future but not over 30 days in the past. See

The amount of the check mustmatch the written legal line. The bank honors the written legal line.

The check should be signed.

The check should list the student’s ID number, if applicable.

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2

34

5

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How to prepare funds -Checks• Checks must be restrictedly endorsed with your

departmental stamp as soon as they are received in your office. If you do not have a stamp, please contact our office.

• Turn checks in the same direction• Add all checks with an adding machine and

include the tape with the deposit. • Checks must be in U.S. Dollars.• Checks include Cashier’s checks, Money orders,

and Traveler’s checks.

How to prepare funds -Cash

• All the cash should be turned the same direction, from largest to smallest denominations.

• Place coins in an envelope or roll.• Add all cash with an adding machine and include the tape with

the deposit. • Bundle money as indicated below:

– 1’s $25 per clip; band $100– 5’s $100 per clip; band $500– 10’s $100 per clip; band $500– 20’s $500 per clip; band $2,000– 50’s $1,000 per clip; band $5,000– 100’s $1,000 per clip; band $5,000

How to prepare funds –Credit Cards

• After credit cards are processed for the day, batch your credit card machine (this may also happen overnight)

• Submit batch settlements to our office. Please do not include individual sales receipts for each transaction. We only need the batch total to be submitted. The transaction details are to be maintained by your department.

Checks: Department:Currency:

Coin: Date:Credit Card:

Total:

Account Number:

DetailCode Index Fund Org Acct Prog Amount

Total Explanation of Income as to purpose of gift, grant or other income. Balanced? YES

(Check number, Date, Other Pertinent Information)

Submitted By Receipted By

Report No. Date

Dept/Office Location Receipt No.

Dept/Office Phone No.

Copy 1 - Cashiers Office Copy Copy 3 - Departmental Copy 2

Copy 2 - Departmental Copy 1

WESTERN KENTUCKY UNIVERSITYTransmittal of Receipts • There are three

transmittal copies included in the excel link above. You only have to complete the first one (light yellow). The others two forms (dark yellow and blue) will automatically populate as you enter your information.

Checks: Department:Currency:

Coin: Date:Credit Card:

Total:

Account Number:

DetailCode Index Fund Org Acct Prog Amount

Total Explanation of Income as to purpose of gift, grant or other income. Balanced? YES

(Check number, Date, Other Pertinent Information)

Submitted By Receipted By

Report No. Date

Dept/Office Location Receipt No.

Dept/Office Phone No.

Copy 1 - Cashiers Office Copy Copy 3 - Departmental Copy 2

Copy 2 - Departmental Copy 1

01/01/2001

WESTERN KENTUCKY UNIVERSITYTransmittal of Receipts

Test office

• Enter your Departmental name and today’s date.

Checks: Department:Currency:

Coin: Date:Credit Card:

Total:

Account Number:

DetailCode Index Fund Org Acct Prog Amount

Total Explanation of Income as to purpose of gift, grant or other income. Balanced? NO

(Check number, Date, Other Pertinent Information)

Submitted By Receipted By

Report No. Date

Dept/Office Location Receipt No.

Dept/Office Phone No.

Copy 1 - Cashiers Office Copy Copy 3 - Departmental Copy 2

Copy 2 - Departmental Copy 1

$1,000.00

$1,175.25

$0.25

WESTERN KENTUCKY UNIVERSITYTransmittal of Receipts

$150.00$25.00

• Enter the total amount you have for each of the following:– Checks– Currency– Coins– Credit Cards

• The spreadsheet will automatically total the amounts.

Checks: Department:Currency:

Coin: Date:Credit Card:

Total:

Account Number:

DetailCode Index Fund Org Acct Prog AmountTEST $1,000.00

123456 12345 $175.25

Total $1,175.25Explanation of Income as to purpose of gift, grant or other income. Balanced? YES

(Check number, Date, Other Pertinent Information)

Submitted By Receipted By

Report No. Date

Dept/Office Location Receipt No.

Dept/Office Phone No.

Copy 1 - Cashiers Office Copy Copy 3 - Departmental Copy 2

Copy 2 - Departmental Copy 1

$0.25 01/01/2001

WESTERN KENTUCKY UNIVERSITYTransmittal of Receipts

$150.00 Test Office

$25.00

$1,000.00

$1,175.25

• Enter your accounting information in the Detail section

• The spreadsheet will automatically total the amounts.

• If your department has recurring deposits to an index/account code, a detail code can be established. Please complete the Detail Code Request Form found online.

Checks: Department:Currency:

Coin: Date:Credit Card:

Total:

Account Number:

DetailCode Index Fund Org Acct Prog AmountTEST $1,000.00

123456 12345 $175.25

Total $1,175.25Explanation of Income as to purpose of gift, grant or other income. Balanced? YES

(Check number, Date, Other Pertinent Information)

Submitted By Receipted By

Report No. Date

Dept/Office Location Receipt No.

Dept/Office Phone No.

Copy 1 - Cashiers Office Copy Copy 3 - Departmental Copy 2

Copy 2 - Departmental Copy 1

$1,000.00

$1,175.25

$0.25 01/01/2001

WESTERN KENTUCKY UNIVERSITYTransmittal of Receipts

$150.00 Test Office

$25.00

• Please note:This box will say YES as long as the two totals

match. If it says NO, you need to review everything you entered and make the necessary corrections.

• Please do not submit transmittals which do not balance.

Checks: Department:Currency:

Coin: Date:Credit Card:

Total:

Account Number:

DetailCode Index Fund Org Acct Prog AmountTEST $1,000.00

123456 12345 $175.25

Total $1,175.25Explanation of Income as to purpose of gift, grant or other income. Balanced? YES

(Check number, Date, Other Pertinent Information)

Submitted By Receipted By

Report No. Date

Dept/Office Location Receipt No.

Dept/Office Phone No.

Copy 1 - Cashiers Office Copy Copy 3 - Departmental Copy 2

Copy 2 - Departmental Copy 1

$0.25 01/01/2001

WESTERN KENTUCKY UNIVERSITYTransmittal of Receipts

$150.00 Test Office

$25.00

$1,000.00

$1,175.25

Credit card payment for $1000.00 John Doe 800800800 for a box of booksCheck payment (Check #123) $150.00 for Jane Doe 808808808 for book Cash payment from James Doe $25.25 for pens

• Enter an explanation of the transmittal in this section. Make it detailed enough to know the reason for the payment, in case you need to review in the future.

Checks: Department:Currency:

Coin: Date:Credit Card:

Total:

Account Number:

DetailCode Index Fund Org Acct Prog AmountTEST $1,000.00

123456 12345 $175.25

Total $1,175.25Explanation of Income as to purpose of gift, grant or other income. Balanced? YES

(Check number, Date, Other Pertinent Information)

Submitted By Receipted By

Report No. Date

Dept/Office Location Receipt No.

Dept/Office Phone No.

Copy 1 - Cashiers Office Copy Copy 3 - Departmental Copy 2

Copy 2 - Departmental Copy 1

$1,000.00

$1,175.25

Credit card payment for $1000.00 John Doe 800800800 for a box of booksCheck payment (Check #123) $150.00 for Jane Doe 808808808 for book Cash payment from James Doe $25.25 for pens

Cashiers Office

POH 208

5.5368

$0.25 01/01/2001

WESTERN KENTUCKY UNIVERSITYTransmittal of Receipts

$150.00 Test Office

$25.00

• Enter this information so we know who to call with questions and where to return the departmental copy of the transmittal.

• Please note: Our office does not use or enter any information from the Report No. line. It is strictly for your department’s use if you determine it to be helpful.

• Our office is unable to search for a transmittal based solely upon information entered on the Report No. line.

• Once you have the transmittal completed, you will print the form.

• The first two copies (both yellow) will be delivered to the Cashier’s office along with all your funds.

• The blue copy is for your records.

Checks: Department:Currency:

Coin: Date:Credit Card:

Total:

Account Number:

DetailCode Index Fund Org Acct Prog AmountTEST $1,000.00

123456 12345 $175.25

Total $1,175.25Explanation of Income as to purpose of gift, grant or other income. Balanced? YES

(Check number, Date, Other Pertinent Information)

Submitted By Receipted By

Report No. Date

Dept/Office Location Receipt No.

Dept/Office Phone No.

Departmental Copy 1 - Send to Cashiers Office. Will be returned to department after processed by Cashiers.

$25.00

WESTERN KENTUCKY UNIVERSITYTransmittal of Receipts

$150.00 Test Office

$0.25 01/01/2001

$1,000.00

$1,175.25

Credit card payment for $1000.00 John Doe 800800800 for a box of booksCheck payment (Check #123) $150.00 for Jane Doe 808808808 for book Cash payment from James Doe $25.25 for pens

Cashiers Office

POH 208

5.5368

• Once we receive the transmittal, we verify all funds.

• The transmittal is processed in Banner Finance. Once processed, we campus mail the Departmental Copy 1 of the transmittal, along with a copy of a receipt, back to the department.

• It is the department’s responsibility to verify the funds were properly deposited into the correct accounts.

Questions?Cashiers’ OfficeOffice of the BursarPotter Hall 2081906 College Heights Blvd #11022Bowling Green KY 42101-1022Fax (270) 745-6584

Ashley Key Associate Bursar (Cashiers & Collections) P: (270) 745-5527Lori Brown Accounts Receivables Specialist P: (270) 745-5368Monica Rector Accounts Specialist P: (270) 745-5369

Cash Policy: https://www.wku.edu/policies/finadmin_policies/policy33011-cash_operations.pdf