OFFICE OF STUDENT AND DEPARTMENTAL ACCOUNT SERVICES Department Transmittals By Wendy Brown

Nau.edu/Comptr/policy CMP 300 Deposit of university funds

University funds are to be deposited daily with Student & Departmental Account Services whenever the sum of two hundred dollars or more is accumulated. Funds less than two hundred dollars may be accumulated for up to five working days. In other words, a deposit is required whenever two hundred dollars is accumulated, or five business days pass, whichever occurs first. Under no circumstances should the department hold university funds for longer than five working days from the date of collection.

We are asking All departments to use We have put a standardized transmittal form on the Comptroller’s website. We are asking All departments to use this form, it will reduce confusion and errors. Ensuring the funds are deposited into your accounts in a timely manner.

Top Portion Please put the fund custodian’s phone number in this box.

Middle Section Target area The comment section is not necessarily to tell us how wonderful we are, but can be used to put in names with check numbers

Please note areas in RED. Bottom portion is the tender area and should always match your target amount. Please note areas in RED.

NEW TRANSMITTAL FORM Don’t re-copy the copies of the transmittal form. The gray area that says “cashier use only” becomes so dark we can’t enter our verification info so that it is readable. Refer to “Exhibit A”

Verification box exhibit A

Save the life of a staple by paper clipping your checks or cash to your transmittals. If you need some paperclips give us a shout – we own our weight in paper clips.

ENVELOPES Don’t use #10 NAU envelopes for your deposits of cash or checks. We have FREE bank coin/cash envelopes that we would be happy to send you.

If possible, group the same codes together. Make sure your transmittal has your direct phone number as well as campus box number.

GUESS WHOSE SIGNATURES Print the name of the fund code custodian as well as the signature so we have a readable name if there is a problem with the transmittal. GUESS WHOSE SIGNATURES THOSE ARE

You’re in trouble now! If the transmittal is wrong we need to have two people to call.

CHECKS If you send a stack of checks that aren’t endorsed you will be required to make the journey to our office with your departments deposit stamp to endorse the back of the checks. Make sure the checks you send have been signed. Please provide us a list with the check #’s and amounts to aid us in tracking any N.S.F. checks The bank will deposit the amount that is written out on the check, so make sure it is the same as the numeric deposit amount.

Numeric line Legal line

Credit Cards If our office is processing your credit cards please do not send more than 20 cards for us to run on one transmittal form. Please include the CC#, expiration date, 3 or 4 digit security #, as well as the individual cardholders name, signature, phone number and zip code.

PRE-DEPOSITS Please do not send the detail report that includes the CC numbers. Make sure your copy is readable and we know what is VI/MC and what is Amex. (please note exhibit B)

Copy of unreadable receipt We need to be able to read the dollar amount as well as know if the pre deposit was posted to Visa/Mastercard or AMEX card. HELP!

This is a readable receipt.

COINS If you need envelopes, drop us a note with your transmittal and we’ll send some your way (exhibit C) Please don’t tape your coins on a piece a paper. If you need coin wrappers let us know. (exhibit D)

LOOMIS PICK UP POINTS Contact our office for the combination for the safes Rec Center – currently not available du Bois Center University Union Skydome – Currently not available

A locking bank bag or sealed plastic bag must be used to transport the cash, checks, credit card settlement (for authorized departments only), and deposit transmittal form(s). This bag must have the department name and box number clearly visible on the outside of the bag. CMP307 Contact Wendy Brown 523-6077 Student Accounts regarding how to obtain deposit bags

DO NOT SEND YOUR TRANSMITTAL THROUGH NAU POSTAL SERVICE Loomis will only . . . Pick up a locked bank bag from the drop off Areas. Do not put a deposit in an inner office envelope. SECURE YOUR FUNDS DO NOT SEND YOUR TRANSMITTAL THROUGH NAU POSTAL SERVICE

If you need a new bank bag, send an e-mail your request to: LOCKED BANK BAGS If you need a new bank bag, send an e-mail your request to: Wendy.brown@nau.edu Include the number of bags you need as well as which fund code you want us to bill. The bags are $25.00 each

Comptroller Policy - CMP 307 It is required that two people accompany the departmental deposit from their office to the nearest depository. This will ensure a witnessed chain of custody. A video surveillance camera is located at each drop box for your safety and to verify that a drop was made.

PROBLEMS If our office encounters a problem with your deposit, we will contact you to see if we can solve the problem over the phone. If the bag needs to go back to you for correction, you will need to pick up your bag in our office. We cannot send a bag with checks or money through our NAU postal service. Again, two people should pick up the problem bag.

Invalid Chart Field or Combination To make sure this issue does not hold up your deposit go into Advantage and check BQ 80 – expense codes and/or BQ 34 – Revenue codes and make sure that your codes are active. Remember Grants have end dates that may have to be reinstated if they are inactive.

If you discover a deposit has been posted to the wrong account, our office is unable to move your money. You need to fill our a transfer of funds with the Comptrollers office to have the money moved. Nau.Edu/Comptr – forms – Transfer of Funds We feel awful if we made mistakes entering your deposit.

FINALLY. . . Don’t send things with your deposit that our office doesn’t need. Remove your last deposit receipt from your bag before resending it to our office.

ANY BURNING QUESTIONS

And now what you have been waiting for. . .

Student and Departmental CC Terminal Tutorial presented by Student and Departmental Account Service

Northern Arizona University contracts with JPMorgan Chase Bank to allow the university units with the option to accept bank cards to sell goods and services to its customers. Along with this service, the university merchants are subjected to, and must comply with all rules, regulations and contractual provisions regarding the handling of bank cards.

NAU Information Security Policy which can be found at nau NAU Information Security Policy which can be found at nau.edu/its/policy/infosecpolicy.htm Payment Card Industry Standards http://www/pcisecuritystandards.org/srcurity _standards/index/php Visa, Mastercard, Discover and American Express Association Merchant requirements.

IMPORTANT These rules and regulations must be adhered to as the department/unit or the university may be subject to severe financial penalties for failure to comply. We must at all times ensure the security of the cardholder data processed via the merchant account number.

This tutorial is designed for current NAU CC terminal users and for departments seeking to accept credit card payments. If you currently are set up with a credit card machine please enjoy this refresher. FOR NEW USERS You will be asked to read the credit card acceptance agreement and sign. This document will be sent to you to read and sign.

Step 1 – Obtain permission from the Comptrollers office (Robert Norton) for processing credit card payments. Step 2 - Once permission has been granted you will need to contact the Cashiering Supervisor (Wendy Brown) in Students Accounts where a form requesting your new merchant number will be completed and submitted to the bank along with the your equipment order. Step 3 - You will need to notify the Comptrollers office with the fund to charge for the equipment.

P.C.I & D.D.S. (Love those acronyms) PCI – Payment Card Industry DDS – Date Security Standard Since 2005 PCI & DSS has served as an industry-developed mandate for protection of consumer credit card information. This standard helps companies outline the best practices for securing and protecting credit card numbers.

FAILURE TO COMPLY May be charged a fine. May lose ability to accept credit or debit cards

Any users of the credit card machine are required to have a full background check run. The information on how to obtain this is on the NAU Human Resource web site under forms and Background checks.

You will be notified by the Student Account Supervisor once your equipment arrives.

How Does This Thing Work? Make sure you read the manual on your machine. How to: run credit cards, void a transaction, return a credit card, settle your credit cards at the end of the day and who to contact if there is a problem. There should be a number provided on your machine with the number for the help line.

Receipt of card data All customer/merchant receipts must not display the Primary Account number (payment account number) except for the last 4 digits. Ex.

It is prohibited to transmit bank card information (e. g It is prohibited to transmit bank card information (e.g. account numbers, expiration dates, etc) via e-mail or unsecured fax machine. If card numbers are obtained through the mail or on paper, the information containing the card number must be retained in a secure locked area and must be restricted and/or blocked from view of third party and others without the business need to know.

Storage and Disposal Cardholder information must not be stored on any system, computer, technology device, server, or point of sale. Department point of sale terminals must be settled daily and cleared after settlement. Any cardholder information in paper format must be stored in a secure (locked) limited access area for a period of time no longer than is necessary to meet documentation retention for individual units.

Access to the area which is used to process, transmit or store cardholder data must be restricted to authorized university personnel on a need to know basis. All cardholder information must not be physically present at the workstation when the employee is not physically present. If possible, merchant receipts must be truncated. If terminal is unable to truncate, card number should be blacked out except the last four numbers.

Card validation code Storage of card validation code (three or four digit value printed by signature line on Visa/Mastercard or on the front of AMEX) is strictly prohibited

Credit Card Acceptance Agreement University merchants are subject to, must understand and must comply with all rules, regulations and contractual provision regarding the handling of bank cards. In the near future an online agreement will be sent to all University merchants across campus to read and sign electronically. This will be done annually.