Departmental Deposit Reminders & Guidelines

The Accounts Receivable (AR) team is continuing to receive deposits with incomplete or incorrect information, which can delay processing. Please follow the guidelines below to ensure timely and compliant deposits:

Check Requirements

• Make checks payable to NC State University and/or the specific department
  (Checks made out to individuals cannot be accepted by the Cashier’s Office.)
• Ensure the written and numerical amounts match, as banks process checks based on the written amount
• Verify checks have a current date (post-dated checks are not accepted)
• Expired checks cannot be deposited.  Please request a reissued check from the payor.

Deposits with Multiple Checks (More Than 4)

• Deposits with more than 4 checks must include a supplemental form (BA-027A or department-created equivalent) with:
  • Payee name
  • Check number
  • Check date
  • Check amount

Deposit Timing Requirements

To remain compliant with state regulations, deposits must be made:

• Daily, if receipts exceed $250
• When $250 is collected
• At least weekly and at month-end, even if under $250

Deposit Slip Requirements

• Submit a fully completed, legible deposit slip (all fields 1–11).
• Provide a clear, detailed description of the remittance.
  (e.g., include the event or program name rather than a general description like “workshop”)

Documentation & Submission

• Include all required documentation (checks, deposit slip, supplemental form, WRS, backup, etc.)
• Provide:
  • Originals + 1 copy to CBO AR
  • Retained 1 copy for your department records

Delivery Options

• Hand-deliver documents directly to CBO AR Specialist (G-11 Patterson Hall) or
• Place documents in the secure dropbox located outside the AR Office.

For full guidance, please refer to the University Cashier’s Office Departmental Deposits Guide.