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Receiving Checks

Responsible Department
Business Office-Bursar
Effective Date
10/01/2015
  1. .

    Purpose

    The purpose of this policy is to clearly state the restrictions for receiving checks by the University of North Georgia.

  2. .

    Definitions

    Please see the University System of Georgia Business Procedures Manual at:  http://www.usg.edu/business_procedures_manual/

  3. .

    Statement

    1. Due to the Federal Reserve Bank requirements and the refusal by some banks to process counter checks and drafts, the University may not accept counter checks or drafts. Payors must obtain encoded checks from their respective banks before making payments to the University by check.

    2. Any check made payable to the University or a unit thereof must be deposited with the University Office in a University account. A check made payable to the University or a unit thereof cannot legally be deposited in a non-University account. Units of the University include schools, colleges, divisions, department, and other organizations identified in the University State budget.

    3. Any funds, which are received in accordance with terms of a contract, grant, or other agreement for the performance of services, or any other expenditure of funds by a University unit must be deposited with the University Business Office in a University account. Payment cannot be made to a non-University organization or individual for services or expenditures charged to a University account or under the terms of a University contract, grant, or other agreement. Fees or other funds received in connection with a University workshop, or other program offering in which the cost are charged to a University account, must be deposited with University Business Office into a University account.

    4. Unrestricted gifts not requiring the services or expenditure of state funds must nonetheless be deposited in a University account if the payee is the University or a unit thereof. If the maker of a check erroneously indicated the University or a unit thereof as payee, the University Business Office will work with the organization or individual involved to either seek a reissuance of the check or to otherwise record the check for the benefit of the intended recipient.

    5. University units may accept checks only if the University is the named payee. The University may be named as payee in one of two ways.
    1. A check should be made to the order of the University of North Georgia or UNG.

    2. However, if a check made to the order of someone other than the University is presented by the payee, the University may be named payee by the endorsement. Endorsement by a payee naming the University as the new payee should include the following language:

    Pay to the order of
    University of North Georgia

    ________________________________
    (Signature of Original Payee)

  4. .

    Support Info

    1. For any additional clarification, please contact the Business Office.

    2. This document replaces North Georgia College & State University/University of North Georgia Policy and Procedure 709.25 which was in effect from July 1, 2004 through the effective date of this policy.
  5. .

    Procedures

    Any related operating procedures must comply with and reference this policy.

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