Guidance for paying income into the Cash Office

The vast majority of the University’s income is paid directly into our bank account through online payment methods including tuition fees, accommodation fees, research income, consultancy income, and Continuing Professional Development income.

However, here are a number of departments who generate regular or ad hoc income and receive this income directly into the department in the form of cash, cheques and card payments. This includes Commercial Services (retail outlets etc) and the Departments of Theatre, Film and Television (TFTV) and Music (ticket sales).

All sums received must be paid in to the Cash Office and accounted for in full, and must not be used to meet miscellaneous departmental expenses or be paid into the departmental petty cash float. Personal or other cheques must not be cashed out of money received on behalf of the University.

Guides to paying in cash, cheques and card transactions

These guides outline what you need to do to make sure that this income is correctly paid into the University’s bank account and gets credited to the correct workorder within your department.

Paying in cash

Cash is an expensive way to transact because of the time it takes to process; it has to be counted, checked and handled a number of times before it finds its way into the main bank account. We advise to receive income electronically where possible (online, BACS transfer, etc) to reduce the administrative burden. For example, using the Online Store to sell goods is a great sustainable way to make processes simpler in your department and for the customer.

All sums received must be paid in to the Cash Office and accounted for in full, and must not be used to meet miscellaneous departmental expenses or be paid into the departmental petty cash float. Personal or other cheques must not be cashed out of money received on behalf of the University.

If you do receive cash in your department then follow the steps below to pay it into the University’s bank account:

1. Complete the Cash Receipt form

  • Blank Cash Receipt form (MS Word  , 29kb)
  • Please enter the value of notes and coins on sheet, not the number of notes and coins.
  • Make sure you sign and print your name on the form to ensure that the receipts we generate as proof of the cash that is paid in go back to the correct person and department. 
  • Agresso VAT codes to use are “SH” for Vatable income or “0” for Non-Vatable income. 
  • Ensure that both the account code and workorder number are completed as this makes sure it gets credited to the correct department. 
  • If you require a reference to appear on your month end financial reports you should put this in the text box.

2. Count your cash and bag it up

  • Coins should be bagged according to denomination with silver and bronze kept separately. 
  • To make counting easier please don’t fold and mix notes, particularly the new notes which do not flatten back out.

3. Take your completed form and cash to the Cash Office located in Market Square

  • We recommend you do this as soon as possible as it removes the need to store cash and the associated risks.
  • Do not under any circumstances put cash in the internal mail as it may get lost or stolen.
  • Cash submitted to the Cash Office at the counter is placed in our safe initially and then counted jointly by two people and checked against the form before a receipt is issued and sent in the internal post to you.
Paying in cheques

Cheques are gradually becoming less useful as a way of paying because they are inefficient and costly to process. The University no longer pays by cheque. We advise to receive income electronically where possible (online, BACS transfer, etc) to reduce the administrative burden. For example, using the Online Store to sell goods is a great sustainable way to make processes simpler in your department and for the customer.

All sums received by cheque must be paid into the Cash Office and accounted for in full, and must not be used to meet miscellaneous departmental expenses or be paid into the departmental petty cash float. Personal or other cheques must not be cashed out of money received on behalf of the University.

If you do receive cheques in your department follow the steps below to pay it into the University’s bank account:

1. Complete the Cheque Receipt form

  • Blank Cheque Receipt form (MS Word  , 28kb)
  • Please enter the value of the cheques you have received not the number.
  • Make sure you sign and print your name on the form to ensure that the receipts we generate as proof of the cash that is paid in go back to the correct person and department. 
  • Agresso VAT codes to use are “SH” for Vatable income or “0” for Non-Vatable income. 
  • Ensure that both the account code and workorder number are completed as this makes sure it gets credited to the correct department. 
  • If you require a reference to appear on your month end financial reports you should put this in the text box.

2. Make sure the cheque is signed, dated and filled out correctly

  • If it’s not completed correctly it will get rejected by the bank.

3. Send the completed form and cheques to the Cash Office located in Market Square either via internal mail or by hand

  • Cheques should be submitted to the Cash Office within seven days of receipt. 
  • Put the cheques in a separate sealed envelope marked “Cheques”.
  • Cheques submitted to Cash Office are placed in our safe initially and then processed and checked against the form before a receipt is issued and sent in the internal post to you.
Paying in card transactions

Card transactions are a very efficient and effective way to receive payment for goods and services. From January 2018 there are no transaction charges applied to any customer payments by card (debit or credit) by the University.

Follow the steps below to pay card payments into the University’s bank account:

1. Complete the Card Transaction Receipt form

  • Blank Card Receipt form (MS Word  , 32kb)
  • Please enter the total daily value of the card transactions that have been taken for the day. This is shown on your end of day “Z report”.
  • Attach the “Z report” to the “Blank Card Receipt” form.
  • Make sure you sign and print your name on the form to ensure that the receipts we generate as proof of the cash that is paid in go back to the correct person and department. 
  • Agresso VAT codes to use are “SH” for Vatable income or “0” for Non-Vatable income. 
  • Ensure that both the account code and workorder number are completed as this makes sure it gets credited to your department correctly.
  • The reference that appears on your month end financial reports will be the name of the merchant followed by the date ie “Music 01122017”.
  • Retain your merchant copies with your records for audit purposes.
  • Please do not staple green receipts to sheets, leave them loose and separated.

2. What to do if you have not had any card transactions

  • There is no need to send a sheet when there is a zero reading. The “Z report” should be retained showing a zero transaction amount for audit purposes.

3. Send the completed form and receipts to the Cash Office located in Market Square either via internal mail or by hand

  • Card transactions should be submitted to the Cash Office on a daily basis.
  • Put the card transaction paying in form in a separate sealed envelope marked “Cards” if you are sending these via the internal mail or bringing by hand.
  • Card transactions submitted to the Cash Office are placed in our safe initially and then processed and checked against the form before a receipt is issued and sent in the internal post to you.

Payment Card Industry Standards (PCI-DSS)

Please note that we have to comply with Payment Card Industry standards when we deal with payment by debit and credit card.

PCI-DSS

These standards apply to people, processes and systems and their purpose is to protect the integrity of cardholder data and reduce the risk of a breach. It is important that we follow these standards in relation to cardholder data. Breaches of data have to be reported and the consequences of this are serious for the University.

The guidance for staff in relation to these are:

University credit and debit card data management policy (PDF  , 21kb)

Payment Card Industry Data Security Standards (PCI DSS) Compliance (MS PowerPoint  , 352kb)

Please note: it is University policy to not store or hold cardholder data in any format. If your department is doing this you need to speak to the a member of the PCI Compliance team listed below:

Paying the University

There are different methods of paying the University depending on what its for. Full details about how to pay for each service and facility are on the Student finance web page.

The Cash and Fees Team

In relation to our income the team deals with:

  • Students - raising tuition fee invoices, collecting payment and chasing up unpaid debts.
  • Other customers - raising invoices, sending these out to customers, collecting payment and chasing up unpaid debts.

You can find guidance on how to raise sales invoices on our How to raise an invoice or credit note page.

The Cash and Fees Team contacts