The Cash and Fees office is currently closed. This situation will be kept under review in line with changing circumstances. 

We've made changes to ensure we can continue to deliver a high quality service without the need for you to visit the office in person. Our aim is to prioritise student support.

Some temporary changes to processes that will continue for the foreseeable future are:

  • Income sheets for paying-in cheques and card transactions should be digitised (eg PDF, photograph) and emailed to cash-office@york.ac.uk.
  • All invoices and credit note requests should be issued via email. See how to raise a sales invoice.
  • The overseas travel cash advance process has been suspended. 
  • Petty cash remains suspended and will not be topped up. Reconciliation of petty cash will not take place during autumn term. Purchases should be made using other routes eg YEP, purchase card, Amazon business account.

Contact us

Cash Office, Market Square
cash-office@york.ac.uk
+44 (0)1904 322117
+44 (0)1904 324125

Fees Office, Market Square
fees-office@york.ac.uk
+44 (0)1904 322120
+44 (0)1904 324125

Janet Boddy
Cash and Fees Office Manager
janet.boddy@york.ac.uk
+44 (0)1904 322457

For tuition fees issues:
gina.drake@york.ac.uk

For external customer invoices:
andrew.south@york.ac.uk

The best way to contact us is by email:

Both of these email inboxes are monitored by the team. Wherever possible please avoid calling so the team can prioritise student support.

The Cash and Fees office is currently closed. The situation will be monitored and we will update you with any changes. If you need to contact us, please do so by email wherever possible.

Please scan and submit documents by email where you can - do not use internal mail. To avoid duplication of work please don't send paper copies of emailed or scanned items.

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, Television and Interactive Media (TFTI) 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 cheques and card transactions

Due to Covid-19 cash payments are no longer accepted.

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.  

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. Email the income sheet to the Cash Office

  • Send an electronic version of your income sheet to cash-office@york.ac.uk (you may need to scan or take a photo if you have a physical sheet.
  • Cheques should be submitted to the Cash and Fees Office within seven days of receipt. At the current time, the office is closed and we can only receive cheques by post. 

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. Email the completed form and receipt to the Cash Office

  • Send electronic versions of completed form and recipt to cash-office@york.ac.uk (you may need to scan or take a photo if you have a physical sheet.
  • Card transactions should be submitted to the Cash Office on a daily basis.

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.

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)

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.

Online payment declined?  See our Help on declined card payments (PDF , 65kb)

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.

See guidance on how to raise a sales invoice.

Guidance for students

If a student asks for advice on fees, paying the University or has money worries, you can direct them to the information on the student finance page.

Contact us

Cash Office, Market Square
cash-office@york.ac.uk
+44 (0)1904 322117
+44 (0)1904 324125

Fees Office, Market Square
fees-office@york.ac.uk
+44 (0)1904 322120
+44 (0)1904 324125

Janet Boddy
Cash and Fees Office Manager
janet.boddy@york.ac.uk
+44 (0)1904 322457

For tuition fees issues:
gina.drake@york.ac.uk

For external customer invoices:
andrew.south@york.ac.uk