Diner's Club Advances

Employee travel credit card advances are only issued for official NMSU travel. There is a $400.00 limit per day on advances. The employee must provide the cashier with a valid NMSU Index (FOPAL) number and valid staff photo identification at the time of transaction. At least a 24-hour notice to the Cashier Supervisor is required for any advance exceeding the per day limit and is contingent upon approval from the travel credit card company.

Signature of the card bearer will be required on both the cashier's disbursement receipt, the credit card sales slip, and machine generated receipt with approval number. All cash advances are subject to the approval of the travel credit card company.

8.05.35

Hadley Hall Drop Box

Departmental deposits can be made at the Hadley drop box located inside the south entrance in Hadley Hall. The following procedures apply to the departmental drop box:

• Non-cash deposits may be placed in the drop box by using a sealed envelope containing a deposit slip and checks.
• Tamper proof plastic bags must be utilized when cash deposits are being submitted. Tamper proof plastic bags are available through the cashier department at a cost. Information can be obtained by calling 505-646-2046.
• Deposits must be double-verified by two individuals in the depositor's department, and signatures indicating this review must be present on the deposit slip.

After processing the deposit, a receipt for all drop box deposits will follow within two business days via inter-departmental campus mail.

Pick Up Times
The drop box is emptied each weekday by 5:00 p.m. and dropped off the following workday at the Cashier department by 12:00 p.m. daily.

8.05.40

Returned Items Originating from Departmental Deposits

A check or credit card charge that is returned unpaid from the bank will be charged back to the departmental account to which it was originally deposited. This item will then be sent to the department with a copy of the journal entry charging the departmental account. The department should make every effort to collect the amount of the item from the issuer and must re-deposit any amount collected.

8.05.45

Agency Fund Withdrawls

Agency Fund Withdrawls are made on the Cash Withdrawl form. Please adhere to the signatures on the bottom of the form.

8.10

COLLECTIONS

The Collections Section is located in the Educational Services Building The office is open from 8:00 a.m. to 5:00 p.m. The telephone number is (505) 646-3722.

8.10.05

Collection Procedures for Student Accounts Receivable

The Collections area provides follow up on student accounts, which have had no payment activity within a ninety (90) day period.

With no payment activity within 90 days, the account is transferred into the collections department. The customer is contacted to verify and confirm the status of outstanding debt and payment arrangements are attempted.

With no payment activity within 120 days, a second contact is attempted to establish payment arrangements.

With no payment activity within 180 days, a third contact is attempted to establish payment arrangements.

With no payment activity within 210 days, a certified collection letter with notice the account will be assigned to an external collection agency.

With no payment activity within 240 days, accounts are assigned to an external agency. When assigned to an outside agency, the student will be liable for any and all collection fees, and/or attorney fees should any arise through collection efforts.

With no payment activity after 360 days, the accounts receivable will be charged back to the departmental Index (FOPAL) and classified as an inactive accounts receivable. If an Index (FOPAL) is classified as inactive, collection activities, which have been initiated on the Index (FOPAL), continue.

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8.10.10

Collection Procedures for Non-Student Accounts Receivable

The Collections Department will review accounts on a case-by-case basis and determine if the department can appropriately service them. The Collections Department will attempt to collect accounts in a diligent and consistent manner. If an account is not collected within 45 days, the account may be assigned to an outside collection agency at the discretion of the Collections Department. If assigned to an outside agency, the responsible party will be liable for any and all collection fees, and/or attorney fees should any arise through collection efforts.

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8.15

DEPARTMENTAL ACCOUNTS RECEIVABLE (DAR)

The Departmental Accounts Receivable (DAR) Section is located in the Educational Services Building. The office is open from 8:00 a.m. to 5:00 p.m. The telephone number is (505)646-2242.

Departmental Accounts Receivable (DAR) provides optional billing services for non-student, miscellaneous unrestricted sales and services for NMSU departments who offer credit terms for goods and services provided to external parties through the current unrestricted fund Indexes (FOPALs). Standardized invoice forms are located at http://www.nmsu.edu/~uar/forms.htm. Departmental Accounts Receivable provides the following services:

• Ensuring that the accounts receivable Journal Voucher is recorded in the department's Index (FOPAL), reflecting revenue to the department at the time of the billing.
  
• Receiving all payments and deposits them to the appropriate Indexes (FOPALs).
  
• Providing the department with a standardized monthly statement on the progress of collection of individual invoices. Collections activities follow the procedures detailed in subsection 8.15.10. Departments are informed of collection problems in accordance with these procedures.

Departments not using DAR have the responsibility for establishing and maintaining similar procedures with the internal controls identified in this section, which are subject to the periodic review of the Audit Services Department.

In the event an account becomes uncollectible, and cannot be resolved through any of the means noted in subsection 8.15.10, UAR works with the department to reverse the income entry in the department's records.

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8.15.05

Departmental Accounts Receivable Collection Procedures

At 60 days past due, the department will be contacted to verify and confirm the status of outstanding invoices. The customer's statement will be stamped "ACCOUNT IS 60 DAYS PAST DUE. PLEASE PAY YOUR OUTSTANDING BALANCE."

At 90 days, the statement will be stamped "ACCOUNT 90 DAYS PAST DUE. FAILURE TO PAY MAY RESULT IN ACCOUNT REFERRAL TO COLLECTION AGENTS."

At 120 days, the statement will be stamped "ACCOUNT 120 DAYS PAST DUE. PLEASE PAY YOUR OUTSTANDING BALANCE IMMEDIATELY TO AVOID REFERRAL TO COLLECTION AGENTS."

At 150 days, customer will be sent a certified collection letter.

At 180 days, the accounts receivable will be charged back to the departmental Index (FOPAL).

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8.15.10

Invoicing

A standard UAR Department Invoice form, may be obtained at http://www.nmsu.edu/~uar.

The department should issue the original copy to the customer and a duplicate copy to UAR - Departmental A/R at MSC 4750.

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8.15.15

Invoicing Guidelines

Departments are requested to follow the guidelines outlined below to determine if a particular Index (FOPAL) is appropriate to be processed through the accounts receivable billing system:

• Income from the activity being billed for must be properly recorded in the department's current unrestricted fund Indexes (FOPALs).
  
• Activities on externally sponsored grants and contracts, gift funds, or other specialized funds should not be billed through this system. See section 8.05.25 for appropriate disposition of these billings.

Examples of commonly billed items include external services provided by internal service departments, such as facility rental, publications, training, and etc. Sales to other University departments should not be processed through this system; these charges should be billed on Interdepartmental Vouchers (IDV's).

The amount of a single invoice should not exceed $5,000 unless it has prior approval from the Controller.

In general, charges should amount to at least $10. Charges for less than $10 should be paid at the time of service.

8.15.20

Reporting

Statements of departmental account activity will be sent to each department on a monthly basis. Reports will note accounts that are 60 or more days past due and Departmental A/R will begin collections activity on thse accounts (subsection 8.15.10). Account status will be formally reviewed with the department at 180 days to determine if an account should be referred to an outside collection agent or charged back against the departmental Index (FOPAL) at that time.

8.15.25

Reporting Cash Shortages

A significant cash shortage or a pattern of unexplained shortages that indicate possible misappropriation of public funds must be reported to the Audit Services Department immediately following discover. In such cases, the Audit Services Department will confirm or determine the amount of the shortage and take such other action as the circumstances warrant, including compliance with the statutes of New Mexico concerning misappropriation of public funds.

NOTE: This requirement does not include incidental cash variations, which reasonably could be expected to result from the normal cash transactions of a prudent cashier/cash custodian.

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