department of athletics policies & procedures - UNC Wilmington ...

Improper Use of Cash Receipting Funds
Cash receipting funds may never be used for any of the following:
Personal transactions, including but not limited to, loans or
"borrowing" (via IOU's) and cashing of personal checks);
Making change;
Petty cash.
Custody of Funds
All cash and checks received in the mail or from individuals must either be
transferred immediately to the Athletic Business Office or prepared for direct
deposit with the university business office. Monies received should be deposited
in a timely manner.
Deposit of Funds
The Ticket Office, Seahawk Shop, and Seahawk Club receive funds and forward
them to the Athletic Business Office for deposit. The Business Office Assistant
"date" stamps all checks. The Athletic Business Manager review the checks and
assign the account numbers. The funds are logged in on a Check Log and then
stored in the safe. The Seahawk Club Business Office Assistant prepares all
deposits for Seahawk Club accounts; the departmental Business Office Assistant
prepares deposits for University accounts. The appropriate deposit form is
prepared and sent to the University Bursar’s Office for deposit.
Depositing Funds with the Cashier's Office
Documentation
A deposit transmittal that is adequately documented to support the total amount
deposited must accompany all cash receipts deposited with the Cashier's Office.
(See B: 11 UNCW Deposit Transmittal Form) Inadequate documentation will
result in delays in processing receipts and making funds available for
expenditures.
Transporting of Funds
Once the department has received funds, the funds must not be sent via campus
mail or U.S. mail, and all deposits shall be hand-carried to the Cashier's Office.
Upon request, the University Police will assist with escorting of funds when an
appropriate safety need exists.
Required Frequency of Deposits
Departments are required to deposit cash receipts from any source with the
Cashier's Office at least once per week.
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