University Accounts Receivable

New Mexico State University

CHAPTER 8: UNIVERSITY ACCOUNTS RECEIVABLE (UAR)

8.00	INTRODUCTION The primary duties and responsibilities of University Accounts Receivable (UAR) are to perform the accounting function of billing and collecting for tuition, student fees, and other student charges for NMSU's main campus and Doña Ana Branch Community College; process miscellaneous non-sponsored departmental accounts receivable; and operate NMSU's central cashiering and collection activities. Examples of duties include: Tuition assessment and adjustments Collections of accounts receivables Staff/spouse tuition remission waiver processing Housing and meals collections Financial aid fund distribution Miscellaneous accounts receivable collection Processing Departmental deposits Delinquent Index (FOPAL) collection The following information and procedures apply to all NMSU students and departments wishing to use UAR's services .

8.05	CASHIERS Cashiers are located in the Educational Services building, Cashier's Office, UAR Department. The cashier hours of operation are 8:00 a.m. - 5:00 p.m., Monday through Friday. All cashier stations are available to provide full service cashiering. In addition, a departmental window located directly inside the department is solely dedicated to processing departmental deposits and is open from 8:30 a.m. to 12 noon and from 1:00 p.m. to 4:00 p.m. The cashier telephone number is (505) 646-3927. Payments for student Indexes (FOPALs) can be processed 24 hours a day at www.nmsu.edu/ONLINE or by calling 505-646-1680 or 1-888-PAY NMSU. All Cashiers must follow the NMSU Cashiering Manual. Services Cashier services include the processing of employee travel credit card advances, petty cash reimbursements, check cashing, swim passes, bus passes, accounts receivable payments, Employee Health Service payments, locker and computer rental payments, and retiree health and life insurance payments. The information and regulations in section 8.05 apply to all University personnel and students who wish to use the services of the Cashiers' Department. [ back to top]

8.05.05	Campus Activity Passes/Payments NMSU employees may purchase swimming passes and pay Activity Center locker rentals at the University Accounts Receivable-Cashier's Office.

8.05.10	Cash Access and Check Cashing Services Multiple financial institution's Automatic Teller Machines (ATMs) are available in the lower level west end of Corbett Center to access cash. Check Cashing Faculty, staff, and students may cash checks at a University Accounts Receivable cashiering station with a current NMSU photo identification card. Check cashing is limited to $100 on personal checks and $400 on NMSU-issued checks. No third party checks (checks requiring two endorsements) will be cashed. Checks made payable to NMSU must be deposited or applied to an account CANNOT be cashed. Returned Item Fees There will be a $20.00 returned item fee for any financial transaction not honored by a financial institution. UAR reserves the right to refuse acceptance of financial transactions, other than cash, from any faculty, staff, or student who has had transactions dishonored by a bank. [ Back to top]

8.05.15	Cash Exchange Departments and dormitories needing cash exchange for NMSU purposes may exchange denominations at a cashiering station. Exchanges involving large amounts of coins or bills must be prearranged with a cashier supervisor. Permanent Change Funds, Temporary Change Funds and Petty Cash Funds can also be requested by calling UAR (Section 8.15).

8.05.20	Credit Cards Visa, Master Card, and Discover are accepted by NMSU. Credit Card Payments must include: Cardholder's name Type of credit card Credit card number Expiration date Cardholder's authorization, including signature NMSU departments can process departmental credit card deposits using a credit card deposit slip. Departments who wish to process credit card payments directly within their department should contact Treasury Services at 505-646-4019. Students can process credit card payments via the World Wide Web, touch-tone phone systems (505-646-1680 or 1-888 PAY NMSU), or in person at a cashier station. Refunds of payments made by credit card will be returned to the original credit card account used at the time of payment. [ Back to top]

8.05.25	Departmental Cash Deposits All monies, which constitute NMSU funds, are to be properly accounted for and deposited at a cashiering station within UAR or if more convenient, the Hadley Hall drop box (see section 8.05.35). Departments needing to deposit funds directly to a financial institution must receive approval from the Director of Treasury Services (505-646-4019) and entries to record such deposits must be submitted to Treasury Services the workday following such deposits. Accountability for departmental cashiering stations must be established by use of cash registers or pre-numbered customer receipts or sales tickets. No disbursements or substitutions, including I.O.U.'s or check cashing services, shall be made with monies collected. Monies received as a result of external billings described in Section 8.15 are to be coordinated with UAR. Deposits must be made at a UAR cashiering station on at least a weekly basis or sooner if greater than $50 is accumulated. Also, regardless of the amount accumulated, deposits must be made on the last business day of each month. Deposits needing to be credited to an accounting period must be brought in and processed by the cashier prior to the last business day of the accounting period in which they are to be credited. We encourage all employees to be mindful of appropriate security when transporting funds. A courier service can be provided by NMSU Police. Deposit Slip Form A Deposit Slip Form, made out in duplicate by the department, must indicate the source of funds and the complete Index (FOPAL) number including object code to be credited. A Cashier's receipt for the deposit will be issued by a Cashier at the time of the deposit transaction. Deposits made through drop boxes will have Cashier Receipts returned through interdepartmental campus mail. Deposits should NOT be sent to the Cashier's department through interdepartmental mail. Deposits originated by departments to restricted funds or for Sponsored Projects (accounting ledgers 4 and 5) must be made directly with the Sponsored Projects Accounting (SPA) Office (505-646-2373). Gift deposits should be made at the NMSU Foundation Office (505-646-1611). [ back to top]
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