Appropriate cash handling is the responsibility of all persons who accept, transport, and reconcile cash received on behalf of North Dakota State University. The checklist referenced below is intended as a guideline for best practices. Each individual unit is responsible for developing their own internal procedures to define how that unit is complying with these practices. NDSU units that accept cash (and/or checks and credit cards) must have documented procedures in place, and must be able to supply those procedures, upon request, to internal and/or external audit personnel.

As assistance/guidance to help departments develop their own internal cash handling procedures, Customer Account Services has adopted the below checklist. Departments should review this checklist before developing internal procedures, and as updates are made. Internal procedures should document the process, as well as include justification for exceptions (i.e. items marked "NO" on the checklist). It is recommended that all cash handling procedures be reviewed/updated annually.

 Cash Handling Checklist

• For deposits of cash and/or checks use the CAS-DeptDeposit.pdf (ndsu.edu).
• All departments are expected to fully understand and comply with NDSU's Receipting Policy. The specific Policy rules can be found here: NDSU Policy 503  
• If the deposit has money that is intended as a gift there are specific guidelines when receipting monies perceived as "gifts" to the University. Please refer to  Gift Policies and Guidelines | Accounting Office | NDSU for information on determining how to deposit these funds.
• All deposit forms require:
  • Six-digit Account Number
  • Four-digit Department Number
  • Five-digit Fund Number
  • Department deposits in the 7000 range must have a Program Number
• In general Customer Account Services does not deposit into 4000 level funds. Please contact Grants and Contracts when depositing into a 40000 level fund.
• Cash must not be sent in intercampus mail. If you have cash in your deposit, it must be hand delivered to Ceres Hall 302.
• To assist departments when cash is part of a deposit, Customer Account Services has adopted this cash handling checklist: Cash Handling Checklist
• The department is responsible for all deposit items and retaining copies of deposit forms in accordance with records retention policies.
• Credit card transactions should not be placed on a department deposit form. More information on credit card acceptance and processing can be found here: Credit Card Payments - Information for NDSU Departments | Customer Account Services | NDSU
• Customer Account Services strives to process all deposits delivered prior to 2:00 p.m. on the date received. However, fluctuations in the size and/or quantity of deposits received daily may occasionally cause a short delay.
• Contact Customer Account Services if you have any questions regarding department deposits.

Please complete the form below if you are requesting C.A.S. to make change for your department, i.e., to exchange five $20 bills for one hundred $1 bills. Typically, our office can easily facilitate all cash exchange (change) requests. Requests made on short notice are welcome, but for the best service possible, please allow 24 hours for processing.

Electronic Change Request Form

• Contact Customer Account Services anytime with questions or to alert the staff of pending requests that are large or infrequent in nature. 
• Cash Advances, and Travel Advances are initiated with the Accounting Office.
• Departments who wish to withdraw cash from their funds must complete an Accounts Payable (AP) Voucher with the Accounting Office.
• Please be mindful of both Accounting office timelines for processing, as well as time required for Customer Account Services to have the appropriate denominations available. 
• Once the Accounting Office processes the request and issues a check, it will be routed to Customer Account Services to cash.
• The Accounting form should list the individual's name and the employee identification number for the person who will be retrieving the cash from Customer Account Services. The individual will be required to provide photo identification at the time of pickup.
• Customer Account Services will notify the department that the cash is ready.
• Special requests for specific denominations should be submitted in advance to Customer Account Services via email, no later than the deadlines listed below.
  • Less than $500 = 24 hours prior to the event
  • $500-$4999 = 48 hours prior to the event
  • $5000 = 10 days prior to the event
• Departments must provide evidence of adequate means of securing the cash while in their possession.