In order to be in compliance with University of Washington and state policy, UW Tacoma Cashier’s Office is aligning its cash handling policy with that set out by UW Banking and Account Operations (BA&O).
To download a PDF version of the UW policy, please click here.
UW Tacoma Department Specific Internal Controls
Each department is responsible for implementing, documenting, and maintaining sufficient internal controls and procedures to comply with the requirements of this policy.
For purposes of this policy, the word “cash”, covers all physical monetary items such as cash, coins, checks, money orders, traveler’s cheques, etc., excluding debit/credit cards.
Applies to all departments that deposit cash to University of Washington bank accounts
Record all cash received at the time of receipt.
Must keep a record of every type and amount of cash received.
The record must be reconciled to the deposits made by the department.
The record must record the following:
Date of receipt
Amount of receipt
Who sent the funds
Who recorded the funds received
What type of funds were received
All checks need to be made payable to University of Washington. All checks must be payable to University of Washington for acceptance:
Abbreviations of University of Washington are acceptable (i.e. UW, UofW, Univ of Wa, UWT, UW Tacoma).
Checks payable to University of Washington AND department name is acceptable.
Checks payable only to department name are NOT acceptable (i.e. School of x).
Checks payable to "Washington University" are NOT acceptable.
All unacceptable checks must be referred back to the maker and request that a new check is made payable to University of Washington.
If the total amount exceeds $500, deposit all cash by the next business day.
If the total amount is under $500, deposit all cash at a minimum of once per week.
Endorse all checks with a UW endorsement stamp at the time of receipt.
Obtaining a UW endorsement stamp must go through firstname.lastname@example.org.
Each department is allowed one endorsement stamp free of charge.
Department budgets will be charged for any additional orders.
Cash Transmittal Forms (CTs):
Complete a CT form and paper clip the cash to the form.
Transportation of Deposits
Department cash deposits are to be hand delivered to the Cashier’s Office (CAR 400).
It is no longer allowable to place deposits in campus mail. Doing so puts UW Tacoma at risk of being out of compliance.
In the event that you have a deposit exceeding $500 and you don’t have a staff member available to go to the Cashier’s Office, please contact the Cashier’s Office to see if someone is available to make the delivery for you.
Deposits that relate to Grants/Contracts (GCA) and Gifts/Donations (Advancement) must be made by the following methods:
Grants and Contract Budget Deposits
Send all payments received to GCA via campus mail at Box 354966.
Reference a budget number and/or eGC1 number.
Attach all supporting documentation for the payment.
Gifts/Donation Budget Deposits
Send all gifts or pledge payments to Advancement, Box 358432 (CAR 200).