Click to review the below policies related to cash:

FIN-ACC-520: Cancellation of University Checks (non-payroll)

Click the above link to review the Indiana University policy on the cancellation of non-payroll university checks. This policy outlines the process for the cancellation of non-payroll checks. This policy is in place to ensure that university financial records are updated in an accurate and timely manner for all transactions relating to the cancellation of university checks (non-payroll). Review this policy in full for details about the process surrounding non-payroll check cancellations, the scope of the policy, reasoning for the policy, and history of the policy.

FIN-ACC-530: Write-Off of Outstanding University Checks

Click the above link to review the Indiana University policy on the write-off of outstanding university checks. This policy outlines the check write-off process and write-off time frame for checks issued by the university. This policy is in place to ensure that university financial records are updated in an accurate and timely manner for all transactions relating to the write-off of outstanding university payroll and disbursement checks and to comply with state unclaimed property laws. Review this policy in full for details about the process surrounding check write-offs, the scope of the policy, reasoning for the policy, the definition of an outstanding check, and the history of this policy.

FIN-ACC-540: Stop Payments and Reissue of Disbursement Checks (non-payroll)

Click the above link to review the Indiana University policy on issuing stop payments and the reissuing of non-payroll disbursement checks. This policy outlines the process for requesting and completing a reissue of a check as well as the responsible parties for the reissue process and for the pursuing reimbursement, if needed. This policy is in place to ensure that university financial records are updated in an accurate and timely manner for all transactions relating to the reissue of university disbursement checks that are lost, stolen, or mutilated. Review this policy in full for details about the process surrounding non-payroll check stop payments and reissues, the scope of the policy, reasoning for the policy, definitions for commonly used phrases related to this process, and the history of this policy.

FIN-ACC-541: Stop Payment and Reissue of University Payroll Checks

Click the above link to review the Indiana University policy on issuing stop payments and the reissuing of payroll checks. This policy outlines the process for requesting and completing a reissue of a check as well as the responsible parties for the reissue process and for the pursuing reimbursement, if needed. This policy is in place to establish a procedure allowing the immediate reissue of payroll checks that are lost, stolen, or mutilated. Review this policy in full for details about the process surrounding payroll check stop payment orders, the scope of the policy, reasoning for the policy, the definition for a stop payment order, and the history of this policy.

FIN-ACC-550: Forgery of University Checks

Click the above link to review the Indiana University policy on the forgery of university checks. This policy states that the Office of the University Controller will submit the notarized affidavit and check to the bank upon which it was drawn. When reimbursement occurs from the bank, an authorization is sent to Cash Accounting in the Office of the University Controller for a replacement check. This policy is in place to ensure that university financial records are updated in an accurate and timely manner for all transactions relating to the forgery of university checks. Review this policy in full for details about the process surrounding check forgery at IU, the scope of the policy, reasoning for the policy, and the history of this policy.

FIN-ACC-560: Custodial Funds

Click the above link to review the Indiana University policy on custodial funds. This policy is in place to establish standards for the establishment and use of custodial funds. The university may authorize funds to be used by a designated custodian to meet a specific operational need within the custodian’s area of responsibility. For a custodial fund to be authorized, several circumstances must exist including that normal payment procedures, including the use of purchase orders, check requests, or procurement cards, are not adequate to meet the operating needs of the unit involved. Review this policy in full for details about the process surrounding the setup and maintenance of custodial funds, the scope of the policy, reasoning for the policy, the definition of a custodian, and the history of this policy.

FIN-TRE-52: Establishing and Closing University Bank Accounts

Click the above link to review the Indiana University policy on establishing and closing university bank accounts. Please note that the opening or closing of any bank and other financial accounts, such as PayPal or other money transmitter and electronic commerce accounts, must be approved by the Office of the Treasurer prior to their establishment or closing. This policy is in place to ensure that all funds belonging to Indiana University are deposited in an Indiana University bank account. Review this policy in full for details about the process surrounding the setup and maintenance of IU bank accounts, the scope of the policy, reasoning for the policy, definitions for commonly used phrases related to this process, and the history of this policy.