Procedures and Services for Faculty & Staff

  • Cashiers cannot accept a deposit without a completed deposit transmittal.

    All money received should be deposited to the Bursar’s Office daily (located in Kennesaw Hall). Do not forward any deposit through campus mail. Note our busy time of the day is from Noon to 3:30 pm, and there may be a longer wait for service.

    Hours of Operation: Monday-Friday, 8:00 am-5:00 pm.

    1. Complete top part of deposit transmittal accordingly.
    2. Indicate detail codes and total amount to be deposited into this account.
      • Note – It is not necessary to itemize each item if they are for the same detail code
    3. Add all amounts and indicate this total on the total line in middle of form.
    4. Complete bottom half of transmittal by indicating total of each money type.
    5. Add all amounts of money type(s) and indicate this total on the Total Deposit line.
    6. Note – Both totals must equal.
    7. If not, any over/ short must be indicated on bottom of transmittal.
      • Note – Any overages/shortages in excess of $5.00 must be acknowledged with an explanation from the department head

    Follow these instructions to ensure accurate and efficient processing for deposit transmittals:

    1. Complete the top section: Fill out the top portion of the deposit transmittal form accurately.
    2. Indicate detail codes/chart string and total amounts: Specify the detail codes/chart strings and the total amount being deposited into each account.
      • Note: Itemization of individual entries is not required if they share the same detail code/chart string.
    3. Calculate and record total amounts: Sum all amounts and record the total on the designated line in the middle of the form.
    4. Complete the bottom section: Record the total amount for each type of payment (e.g., cash, checks, etc) in the bottom half of the form.
    5. Verify totals: Ensure that the totals from the middle and bottom sections match.
      • Note: Any discrepancies (overages or shortages) must be noted in the bottom of the section of the form.
      • Overages and shortages exceeding $5.00 require an explanation from the department head.
    6. Travel deposits: Include the employee’s name and employee ID number for deposit transmittals related to travel.
    7. Payroll deposits: Include the employee’s name and employee ID number for payroll-related transmittals.
      • Note: The employee ID number is not the KSU number found on the KSU card.  Employees can locate their employee ID number by logging into OneUSG Connect.

    The following issues will delay the processing of deposit transmittals:

    • Invalid chart strings (if any part of the chart string is incorrect).
    • Account numbers ending in “000” (budgetary accounts).
    • Incomplete or incorrect backup documentation.
    • Discrepancies between payment amounts and total listed on the deposit transmittal.  

    If any issues prevent processing, the department will be notified promptly.  

  • All money turned in with deposit must be sorted by money type.

    1. Checks must be payable in United States currency and drawn from a financial institution located in the United States of America (the University reserves the right to determine the acceptability of all checks).
    2. Checks must be endorsed with department stamp or manually written. (For deposit only – Dept name)
    3. Checks are bundled together with two calculator tapes.
    4. Credit Card Charges are bundled separately with one calculator tape.
    5. Cash is also bundled separately with one calculator tape (Coins must be rolled, if enough)

  • Attach any backup necessary to reference the deposit.

    1. Yellow copy of receipt (Receipt book must accompany deposit for verification)
    2. Check stubs
    3. Explanation of deposit

  • The standard processing time for deposit transmittals is two weeks.  Communication regarding deposits will follow this scheduled:

    • Day 1: Initial email notification sent.
    • Day 2: Follow-up email sent.
    • Day 3: Phone call made, followed by a Teams chat.

    If the funds remain unidentified after the two-week period, the following actions will be taken:

    1. General Fund Receipt: The funds will be receipted into a general fund, requiring departmental action for reallocation.
    2. Funds Returned: The funds will be returned pending review and approval by the Manager, Accounting – Cashier Office and the Associate Bursar.

    This process ensures prompt resolution and accountability for all transactions.