Cashiers Information

 

Bank Deposit

Bank deposits are prepared daily by the UNM main campus Cashiering Department in accordance with the University Business Policies and Procedures Manual. Receipts deposited include payments made on students accounts, and monies collected by various UNM departments, which are forwared to the University Cashiers Department via money lists and credit card reports.

The University Cashiers Department is available to pick up deposits in order to assist from departments in order to have monies deposited within 24 hours of receipt. Departments should never transport cash in excess of $500.00 without an escort. (See UBP Section 7200.2.3).

For further information or to schedule a deposit pick-up, call 277-7803.

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Departmental Deposits

Money List and Credit Card Reports

A Money List Form and Credit Card Reports form can be found and downloaded from this link: http:www.unm.edu/~gaccting/forms.html General Accounting Forms . Money Lists which are available from the Cashiers Department must be prepared immediately upon the receipt of monies. The Money List, which accompanies the deposit, shows the amound paid and the departmental index and University account number where the monies are to be deposited.

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Transporting Deposits

Whenever monies being deposited are transferred from one individual to another individual, the transfer of responsibility must be documented in writing. A locked bag, supplied by the Cashier Department, must be used to transport the deposit. The bag containing the deposit will be placed in a locked bag at the main Cashier Department of a satellite location. The bag will be opened, counted and receipted in the presence of two (2) Cashiers. If the deposit matched or the discrepancy is within ten dollars ($10) of the departmental Money List, a deposit receipt will be returned in the locked bag to the initiating department. If the deposit is not within ten dollars ($10) of the Money List, a copy of the receipt will be mailed to a department employee not responsible for monies or the preparation of the deposit.

The Bursar's Office may advise departments which receive a large number of checks to prepare a separate deposit slip for the checks and place the items in a special locked bag. The Cashier Department sends the unopened bag directly to the bank for counting and receipting. The University Bookstore, New Mexico Student Union, Housing, and Vending Services have been authorized to have their deposits picked up by armored transport and taken directly to the bank.

Deposits with cash in excess of $500.00 must be transported by the University Bursar's Office. The Bursar's Office will transport any deposit upon request, even if the deposit is less than $500.00. The employee from the Bursar's Office must present identification and sign for each locked bag. Contact the Supervisor of Cashiers at 277-7803 to schedule transport services. Deposits with cash in excess of $5000.00 must be transported in a locked bag by armed transport to the Bank of America. Contact the Bursar's Office at 277-5363 or 277-7803 to make arrangements.

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Satellite Cashiers

There are two satellite Cashier windows available on campus - One window is located in University Business Center and the other is located in the Medical School.

The University Business Center Satellite Cashier is located on the first floor and is open Monday through Friday from 1:00 - 4:00 p.m. This window is available for processing Money Lists, Petty Cash Reinbursements, Check Cashing, and making of change for departments.

The Medical School window is located in the Medical Sciences Building. Normal operating hours are from 8:30 a.m. - 12:00 p.m., Monday through Friday. . This window is available for processing Money Lists, Petty Cash reports, Check Cashing.

For more information regarding hours or services, call the main campus Cashiers Department at 277-7803.

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Process Payments on Accounts

Payments by Check

Checks must be payable to The University of New Mexico, or department; e.g., CIRT, Cashiers Department, UNM Parking Services.

Credit Card Payments

The University accepts payment made by Mastercard and Visa only.

Payments Accepted By Cashier Department

The greatest volume of Cashiers receipts are associated with individual payments made by students for tuition and other enrollment-related fees. However, the Cashiers Department also accepts payments for a variety of fees, goods, and services, for the convenience of students, staff, and faculty. The following is a list of some of the payments accepted by the Cashier Department.

Activity Cards, Application Fee, Binding Fee, Bookstore Charges, Child Care Co-op Fees, Credit for Challenged Courses, Diploma Replacement, Engineering Co-op Fees, Faculty/Staff/Retiree Insurance, Financial Aid Recoveries, Financial Need Analysis, Graduation Fee, Housing Charges, Key Fees, Laboratory Breakage cards, Legal Fees, Library Fines, Library Lockers and Carrels, Manzanita Center Charges, NEA and AFT Insurance for student teachers, parking Fines, P.E. Fines and Locker Fees, Returned Check Fees, Short Term Loans and Interest, Special Course Fees, Specific exams, Student health Center Charges, Telephone tolls associated with check cashing, Thesis Binding Fees, Transcript Fees - UNM and University of Albuquerque, Tuition and Fees.

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Refund Processing

A payment submitted to the University by an individual may be subsequently refunded, based on a variety of circumstance.

If an individual owes any accounts receivable to the University and is eligible to receive a refund, the refund is not issued to the individual, but instead is applied to the account receivable. When the amount of the refund is less than the total account receivable, the refund is applied to the outstanding accounts in the following priority order:

1. Tuition payments
2. Other enrollment bases fees
3. Short Term Loans and interest
4. Bookstore
5. Housing
6. Other Accounts

When the amount of the refund is greater than the account receivable, the difference is refunded to the individual.

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Financial Aid Disbursement

Financial Aid is disbursed by the Cashier Department throughout the semester as student applications are processed by the Financial Aid Office. The peak period for disbursement is during the first week of class for each semester.

Financial Aid is disbursed to students after semester charges. This includes current and future installments of promissory notes and Student Housing even though the installments are not due. Additionally, any short-term loans would be deducted from financial aid regardless of the due date.

Federal Financial Aid Regulations require that federal aid be disbursed within nine days of posting to a student's account. This may result in a student receiving a refund of a credit balance in their account whether or not Federal Financial Aid is resulting in the credit.

For further information call the Cashier Department at (505) 277-7803.

 

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