ATS provides locking mail bags to those departments who routinely need deposits made. Departmental Liaisons have the following duties when receiving cash and checks:Immediately upon receipt, stamp the back of all checks with an endorsement stamp and write on it the account number the money is to be deposited into.
Complete a Cash or Check Receipt Log of money received after you submit the form you will receive an email of the Check/Cash Transmittal Form submitted.
- Print the email as it will serve as the check/cash receipt log for your deposit.
- You (the submitter of the DCS) will check this email for accuracy and sign the printed copy.
- A second person in your office needs to witness you counting the checks and cash and putting them in the locked blue bag. The witness will also sign the printed copy of the email.
- Put the signed copy of the email into the locked blue bag with the checks and cash.
- Send the bag to AABS – ATS.
Deliver cash, checks, and the Check/Cash Transmittal Form to ATS within one business day of receipt by department. This includes checks for deposit into accounts at Texas A&M, Texas A&M Foundation, etc. Departments may hand-carry these items or send them through campus mail in the bank bag.
Maintain the keys to the locking bags in a secure location.
The ATS member responsible for deposits has the following duties when receiving a cash/check.
- Make a copy of the initialed Check/Cash Transmittal Form and place the copy into the bank bag. Return the bag to the department. If the bag is hand-carried, give it to the runner; if the bag is sent through campus mail, return it through campus mail.
- Process the deposit.
- Take the deposit to the bank.
Some exceptions exist.
Texas A&M Foundation Deposits
All gifts received by Texas A&M University should be deposited immediately through the Texas A&M Foundation. A 5% fee is charged to the department for processing most gifts.
Departmental Liaisons handle deposits into Texas A&M Foundation accounts the same way they do for Texas A&M Deposits. However, they also need to upload any additional back-up documentation explaining the nature of the gift or letters from the donors describing the intent of the gift to the Cash transmittal form.
The ATS member responsible for deposits has the following duties when receiving a cash/check.
- Make a copy of the initialed Check/Cash Transmittal Form and place the copy into the bank bag. Return the bag to the department. If the bag is hand-carried, give it to the runner; if the bag is sent through campus mail, return it through campus mail.
- Process the deposit.
- Take the deposit to the Texas A&M Foundation.