OFS Home > Receipt of Funds > Revenue collection and control: Banking with the cashier's office
Receipt of Funds: Revenue collection and control
Banking with the cashier's office
All monies are to be banked on the day of receipt or as soon as possible especially cash.
This topic covers:
Using a receipt form
Receipt forms are available to financial units from the cashier and are carbonised duplicates designed for use in the cashier's cash register. Receipt forms must always accompany cash and cheques delivered by financial units to the cashier. Use them whether or not you have already issued receipts.
| Summary of use of Receipt forms | ||
|---|---|---|
| Cash received | Cheques and money orders | |
| Receipt already issued |
Total and enter up to 20 remittances on the one form.
List the receipt numbers on the form. Wait for cashier to process it. |
Up to 20 remittances on the one form
List the receipt numbers on the form. Leave with cashier for later processing |
| Receipt not issued - not required | Not applicable. Receipts are always issued for cash. |
Fill in up to 20 remittances on the one form
Leave with cashier for later processing |
| Receipt not issued - but required |
Fill in each remittance on a separate form. Put the account details on the second page of the forms.
The top page of the remittance form becomes the receipt. Wait for cashier to process it. |
Fill in each remittance on a separate form. Put the account details on the second page of the forms.
The top page of the remittance form becomes the receipt. Leave with cashier for later processing |
Single remittances
To use a receipt form to request a receipt for a single remittance:
- Stamp any cheque or money order with "Not negotiable - Credit to Macquarie University account only"
- Fill in a carbonised Receipt form, including the following information:
- Name and address of the payer
- Date paid
- Details of the purpose of the payment. If the payment is for another person's debts, include the other person's details.
- Amount paid
- Fill in the account name and number (11 digits) on the duplicate.
- Take the completed form, and the remittance, to the cashier for entry through the cash register.
- If the payment is in cash, wait at the cashier's counter for the cashier to process the receipt.
- The top copy is returned to you imprinted with the cash register receipt number. This is now an official receipt.
- Mail the receipt to the payer if required. (see Mailing of receipts)
Donations
Donations of $500 or more should always be submitted to the Cashier's Office with a typewritten triplicate receipt form. The third copy is used for reporting purposes. The form should acknowledge the person making the donation and include an address. The details should state 'Donation to Macquarie University '. This text is not to be used for any direct contribution towards the provision of goods or services.
Multiple remittances
When you have remittances for which you do not have to send receipts, you may include up to 20 remittances on the one receipt form. Please limit the number to 20 because only 20 cash register imprints fit on the form.
To use a receipt form for multiple remittances:
- Stamp any cheque or money order with "Not negotiable - Credit to Macquarie University account only"
- Fill in a receipt form, including the following information for each remittance:
- Name of the payer, that is, drawer of the cheque
- Details of the purpose of the payment. If the payment is for another person's debts, include the other person's details.
- Amount paid
- Date paid
- Account name and number (11 digits)
- Take the completed form, and the remittances, to the cashier for entry through the cash register.
- If there is no cash among the remittances, you may leave them with the cashier for later processing.
- The top copy is returned to you imprinted with the cash register receipt number. This is now an official receipt.
Receipts already issued
Where receipts have already been issued from an official university receipt book :- available from cashier.
- Prepare a receipt form showing the total being paid in with subtotals for cash, cheques and credit card transactions.
- Show the payer as the financial unit and the purpose is 'Banking for receipts Nos. xxxxx to xxxxx'.
- Prepare a break up of the account code allocations
- Complete a deposit slip with accompanying cheque listing
- Prepare appropriate notifications for third parties
- Take the completed forms, the remittances and the duplicates of the receipts, to the cashier for entry through the cash register.
- If there is no cash among the remittances, you may leave them with the cashier for later processing.
- The top copy of the receipt form is returned to you imprinted with the cash register receipt number. This is now an official receipt to your financial unit.