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- Receipt and Deposit of Funds Operating Procedure
Series: 200 Administrative Services
Section: Accounting and Auditing
Cross-Reference: Accounting and Reporting Policy 210.00
Applicability: This Operating Procedure applies to the receipt and deposit of funds at Johnson County Community College (“赌钱app可以微信提现” or the “College”).
Purpose: The purpose of this Operating Procedure is to establish procedures for the receipt and deposit of funds by the College and its employees in a manner that will, in accordance with applicable laws, safeguard the College’s receivables and provide privacy for patrons.
Procedures:
I. General Receipts and Deposits
Prior to accepting funds on behalf of the College, College employees shall contact the Bursar’s Office to review the processes established for handling College funds and to obtain approval to receive such funds.
Cash, checks, money orders, and credit cards are acceptable forms of payment, though credit and debit card payments may only be received by College employees if such forms of payment have been approved by the Bursar’s Office. Checks and money orders received for deposit must be made payable to Johnson County Community College or 赌钱app可以微信提现 and be restrictively endorsed with an endorsement device provided by the Bursar’s Office.
College employees must offer a receipt when accepting payments or funds on behalf of the College. Receipts will be provided automatically for payments made via the College website.
Proper documentation of all funds collected (e.g., receipts, event logs, deposit worksheets, credit card slips, etc.) must be maintained and submitted along with the deposit of funds to the Bursar’s Office.
All funds must be deposited at the Bursar’s Office on the same day they are received, unless the Bursar’s Office has approved the department to hold receipts overnight, in which case the funds must be deposited within one (1) business day of receipt. Departments located off the main campus must have their deposits couriered to the Bursar’s Office. All other departments must deliver deposits to the Bursar’s Office in person. Payments and deposits of any kind shall not be sent through campus mail.
All funds received are the responsibility of the department until they can be deposited at the Bursar’s Office. If the Bursar’s Office gives permission for a department to hold funds overnight, funds must be kept in a locked, restricted access area until they can be deposited at the Bursar’s Office. Employees should consult the 赌钱app可以微信提现 Police Department regarding provision of a security escort when warranted.
Departments may request change and cash boxes from the Bursar’s Office. Personal funds should not be used to create or supplement a cash box. Cash boxes provided by the Bursar’s Office should not be used to make change when a purchase has not occurred.
II. Receipt of Tuition and Fee Payments
Tuition and fee payments for credit courses shall be accepted exclusively by Bursar’s Office employees. No other employees are authorized to accept such payments on behalf of the College. Tuition and fee payments are accepted only in the Bursar’s Office, in designated drop boxes (checks or money orders only), or via the College website. Check and money order payments submitted in designated drop boxes must include the student identification number or other identifying information to properly credit the student account.
Workforce Development and Continuing Education fee payments for course registration may be accepted online and in person by the Workforce Development and Continuing Education Registration Office.
Faculty members and other non-authorized employees may not accept tuition or fee payments and should direct individuals to the above listed channels for making a payment.
Cash payments, including money orders and cashier’s checks, of $10,000 or more for tuition and fees may be subject to reporting to the Internal Revenue Service (“IRS”). The Bursar’s Office and the Workforce Development and Continuing Education Registration Office will request photo identification and the taxpayer identification number of the payor to comply with IRS reporting requirements.
III. Receipts and Deposits by Student Clubs and Organizations
College recognized student clubs and organizations requiring a cash box, credit card equipment, or an e-commerce site for fundraising or other activities shall make a request through the Office of Student Life and Leadership. The Office of Student Life and Leadership will coordinate such requests with the Bursar’s Office and provide the cash box or equipment to the student club or organization. Student club and organization funds must be reconciled and turned into the Office of Student Life and Leadership daily, along with any credit card equipment. The Office of Student Life and Leadership will deposit funds with the Bursar’s Office within one day of receipt.
IV. Receipts and Deposits by the 赌钱app可以微信提现 Foundation
赌钱app可以微信提现 Foundation receipts and deposits will be processed by the 赌钱app可以微信提现 Foundation.
V. Credit and Debit Card Processing on Campus
Acceptance and processing of credit and debit card transactions must comply with Payment Card Industry Data Security Standards (“PCI-DSS”). Only designated areas at the College may accept credit and debit card payments. All credit and debit card transactions must be processed through approved PCI-DSS compliant payment gateways or equipment. Approved payment gateways will be determined in consultation with the Bursar’s Office.
Departments may request credit card equipment and supplies from the Bursar’s Office. Credit card equipment must be stored in a locked, restricted access area to prevent unauthorized use or access to equipment, cardholder information, and other Sensitive and Restricted Data, as defined in the Data Classification and Security Policy 530.00 and Data Classification and Security Operating Procedure 530.01. Requests for e-commerce sites can be made to the Bursar’s Office in lieu of requesting credit card equipment.
Credit and debit card payments may not be accepted via email, phone, or any other non-authenticated means. All credit card information must be kept confidential and protected. Credit card information should not be recorded in its entirety and should not be stored physically or electronically. Credit card receipts should be turned into the Bursar’s Office for secure storage.
All employees in areas approved to accept credit and debit card payments must complete required training annually and prior to processing credit and debit card payments.
Patrons disputing credit or debit card charges should contact the Bursar’s Office for assistance. The Bursar’s Office will work with the appropriate department to resolve the dispute.
Refunds should not be issued through credit card equipment. Only designated areas, as approved by the Bursar’s Office can process credit and debit card refunds. All other refund requests can be made to the Bursar’s Office.
VI. Questions
Any questions regarding the receipt, deposit or processing of College funds shall be directed to the Bursar’s Office.
Signature on File in Policy Office
President
Revised: 07/21/2016, 12/12/2024
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