Employees & Departments
How do I get cash for an employee reimbursement?
Will Cashier's cash a check for me?
Can we get petty cash or a temporary change fund?
Can our department send/receive wire transfers?
How can our department start accepting credit cards?
How do I make a deposit?
All incoming monies should be acknowledged by receipt when accepted or received by mail, and forwarded to the OSU Cashier's Office for processing within one business day, using the OSU Cash Receipts Record form to indicate where the funds should be deposited. Endorse checks with a restrictive endorsement immediately. Departments must deposit monies within one business day after collection or receipt of such monies. For more information, please see the Cash Handling Policy.
How to complete the OSU Cash Receipts Record.
Unidentified receipts
When a payment is received at OSU without sufficient information to record the incoming monies, Cashier's and/or Student Accounts will do research in an attempt to identify the departmental recipient of the monies. Incoming wire transfers and ACHs especially can have limited descriptions and information. If you are expecting funds via wire transfer, please contact the Cashier's Office to expedite the proper recording of funds.
Returned Checks
If a check is not honored by the payer's bank and is returned to the University, the consequences are serious. The service charge for returned check collection is $25.00 per item, regardless of the amount of the check or the reason it was returned. Returned checks will be billed on the Banner accounts receivable system. This means that your student account, or for departments - your Index, will see a charge back for the amount of the check. Checks returned because of bank error require a letter from the bank to be sent to the Cashier's Office, and must include the student ID number.
How do I get cash for an employee reimbursement?
Cash Reimbursements (under $100)
Once your Cash-Out Form for reimbursement under $100 has been approved by your department and Business Affairs Accounts Payable, Cashier's can process the reimbursement for you. For more information about employee reimbursements, please refer to that section of the OSU Fiscal Operations Manual.
Proper ID Required
Photo ID is needed for all transactions at the Cashier's Office. If you are receiving monies (financial aid check, employee reimbursement, etc.), two (2) forms of picture ID are required. If you are making a payment to a student account, the fastest way is to bring your OSU ID. You must at least know the OSU ID number of the account you are paying.
Key Refunds
When an employee returns an OSU key to the Key Shop, the Key Shop will provide you with a slip to reimburse you for the initial key deposit. Just bring that slip to the Cashier's Office, and we will process your refund. If you are not currently on campus, a refund can still be processed for you. Please contact your department for more details.
Will Cashier's cash a check for me?
OSU issued payroll checks up to $500 may be cashed at no charge. The payee must be present and endorse the check at the cashier's window, and have two forms of photo ID. Cashing personal checks is not a service the Cashier's Office offers.
Can we get petty cash or a temporary change fund?
Petty Cash Funds
Petty cash funds are set up for the purpose of paying for small office supplies. It is not for the purpose of refreshments, entertainment, travel, hosting, conference registrations, or membership fees. Petty Cash purchases have the same documentation requirements and fall under the same restrictions as all other OSU purchases. Use the guidelines for purchasing card usage when determining appropriate use for petty cash. Please refer to the OSU Petty Cash Policy for more information.
Temporary Change Funds
A temporary change fund can be obtained from the Cashier's Office for your department's OSU event. The purpose of this temporary change fund is to provide currency and coin for events where cash sales will be made. This is different from a petty cash fund. No expenditures of any kind can be made from a change fund. The department withholds the change fund amount from the total sales at the event, and returns the whole original change fund amount to the Cashier's Office. The fund must be used in accordance with OSU policy. The change fund must be requested 10 days in advance, and must be returned within five days following the event. The Request Form must be completed, and the Business Manager or related authority must sign the form. Remember to bring proper ID to the Cashier's Office when you bring the completed form to pick up the fund.
Can our department send/receive wire transfers?
Incoming Wire Transfers
OSU accepts wire transfers of funds as payment. Individuals or agencies sending a wire transfer should include the following information:
- Beneficiary name, street address, City/State/Country
- Receiving bank, street address, City/State/Country
- Bank routing number
- Bank account number
- Purpose or description
- Originator
- Originating country
- Dollar amount
- Date to be sent
- Document number
Outgoing Wire Transfers
Departments may elect to make payments via wire transfer, especially when paying an agency overseas. The Cashier's Office can initiate the wire transfer, and the state treasury completes the transaction. Please complete the Request for Wire Transfer form, and contact Business Affairs Accounts Payable or the Cashier's Office for more information or assistance.
How can our department start accepting credit cards?
Departments may accept credit cards for payment of services, product, etc. Of course, all sales must comply with the Policy regarding the sales of goods and services. If your department is interested in accepting credit payments via the web, you'll be interested in the OSU eCommerce initiative.
Becoming a Merchant
If you are currently not a credit card merchant, you need to contact the Cashier's Office to initiate the process. Cashier's can help facilitate the communication between your department and the State Treasury.
Information you will need to supply includes:
- Contact name
- Phone number & fax number
- Street address (also needed to deliver processing terminal)
- Name to show on statements and terminal information (such as "OSU-Athletics Program", "PARKS - Beverly Beach")
- Volume expected
- Average transaction dollar amount
- Product or service
- Delay in product (delivery time lag, if any).
Treasury will assign your agency a document number to identify your deposits. Treasury will forward the paper work to VISA/MC & Discover. Discover will process paper work, assign a merchant number and forward to US Bank Merchant Services. US Bank Merchant Services will process their paper work, assign a merchant number, and program a terminal for both Discover & VISA/MC and ship the terminal to the agency. This takes approx 2 - 3 weeks.
Your department will also need to consider the related accounting behind the sales. You may require a new detail code, which can be request by completing the Business Affairs Request for Detail Code Form.
Fees and the Charge Back Procedure
There are one-time fees associated with setting up a merchant ID, monthly or annual fees for the terminal or web interface, and merchant transaction fees, also known as charge backs or the merchant discount. There is a Credit Card Fee Summary on the OSU eCommerce site. For more details, please contact the Cashier's Office.