Systems and Procedures
A Division of The Corporate Controller's Office

Procedure CR2073 - Notification to Central Banking of All Deposits from Non-University Park Locations

Office of the Corporate Controller

Policy Steward facilitating procedure: Associate Vice President for Finance and Corporate Controller

Table of Contents:


All deposits are made to the local bank depository. The amount deposited is reported to the central banking number to initiate the bank transfer for the sound management of University funds.


The following steps are necessary to accomplish this transfer:

No adjustments are to be made for returned checks, bank charges, etc.

Log Information
Include in Deposit Report Exclude from Deposit Report
OUD (Development) Income Cash Operating Account deposit
Student Account Payments SGA Fund Deposits
Housing and Food Services  
Continuing Education  
Miscellaneous Income  
Library Revenues  


The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area, as well as performing an annual audit that is submitted to the Assistant Controller.


Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management, and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

Additional questions may be directed to the University Archivist or the Records Management Officer.



For questions, additional detail, or to request changes to this procedure, please contact the Associate Controller.


Procedure Status:

Date Approved: 02/04/10

Most recent changes:

Revision History: