Deposits, Advances, & Petty Cash

The Cashier’s Office processes departmental deposits, accounts receivable and student account payments, and manages change funds and petty cash funds.

Accounts Receivable

Payments can be mailed to our office or brought to the Cashier's Office drop slot located next to the door. If you have any questions about your bill or payment, please contact Accounts Receivable.

Cash & Check Handling Policy

The purpose of this policy is to establish and promote awareness of the minimum requirements and establish best practices for proper cash and check handling.  This policy is not only for the protection of the College monies, but also for the employees charged with cash handling. The use of cash for regular operations is discouraged. 

Read the full Cash & Check Handling Policy.

Payables Advance

This process is through your Finance Center. Please click here to Request a Payables Advance. See our Finance Best Practices for more information. If you have further questions about a payables advance, please contact your Finance Center.

Returning Funds

When returning funds for unused Advances, there are two methods. Employees and students may return unused funds either by debit or credit card or by check to the Cashier's Office. The use of cash is discouraged. Please make check payable to "Trustees of Dartmouth College". You will need to complete a Advance Return Form when returning funds.

For more information see: "Returning Unused Advance Funds"

Change Funds

A Change Fund can only be created for the sole purpose of providing change at a college event or location where customers are paying in cash with more than the exact amount. This fund is never to be used to pay expenses for an event. It is simply a fund to make change and should always remain the same amount as originally established.

As of October 1, 2021, we are working forward to reduce cash used on campus. Please contact us to discuss your request for a Change Fund.

Change of Custodian

No transfers of these funds from one employee to another are allowed. Please contact the Cashier's Office for this request.

Closing a Change Fund

The current custodian must close the fund by filling out the Request Change Fund form and checking the Close Fund box. Once complete, submit the form along with the cash to the Cashier's Office. The full amount of the fund must be returned.

Deposits

The Cashier’s Office handles departmental deposits. All deposits should be accompanied by a completed miscellaneous receipt. The miscellaneous receipt must have a complete chart string (natural class must be included), the amount of the deposit, and a line description. Please contact your Finance Center with questions regarding the chart string. If you have more than three checks, please run an adding machine tape to verify the deposit amount and staple to your miscellaneous receipt. No checks should be stapled to the receipt. It is also recommended that you run an adding machine tape for cash deposits for accuracy. Please review all checks received for accuracy (i.e. correct date, signature) prior to making your deposit. Please refer to the cash and check handling policy.

Deposit Corrections

Corrections should be submitted through the Corrections, Journals, and Cost Transfer eForms for all Source System corrections, such as Cashier or Payables manual journal entries or cost transfers. When submitting for a correction to a transaction that has posted to the incorrect chart string account, it is necessary to provide the IRA Transactions “Corrections” Financial Report.

To access this report: 

  • Go to Institutional Reporting & Analysis (IRA)

  • Click on GL Transactions and use the Filter Selections to target your transaction for correction

  • Click “Apply”

  • Next in the Select a View drop down, select “Corrections”

  • Select to export to Excel

  • In the Excel, add the transfer to account where the transaction should be moved

Note: It only is necessary to complete the “Reason for Transfers” field on the eForm, when providing the GL Transactions “Corrections” Financial Report

Click here to learn more about Corrections & Cost Transfers

Direct Depositors should contact Institutional Accounting for their corrections.

Petty Cash

A Petty Cash Fund provides a College department with a means by which small or minor departmental business expenses can be paid for without the need for having a check drawn.

Petty Cash funds should be used only to pay small or minor departmental expenses. The fund should never be used for:

Travel and/or Entertainment Advances
Personal loans or cashing of checks
Change funds
Payment to individuals for services of a taxable nature
The purchase of the same item or items on a daily or recurring basis. These expenses should be handled through Accounts Payable, a purchasing card or other means.
Any other use where it would be more practical or appropriate for the expenditure to be disbursed in another manner.

Opening a Petty Cash Fund

A Request For New Petty Cash Fund form is used to request the establishment of a Petty Cash Fund. This form must be fully completed and have the proper approval signature from your department. Once complete, submit the form to the Cashier's Office. The funds will be issued to the custodian (person opening the petty cash fund) in form of a check or direct deposit. You can verify if you are set up for direct deposit by going to employee.dartmouth.edu.

Replenishment of a Petty Cash Fund

The current custodian can replenish the fund by filling out the Petty Cash Replenishment form.

Replenishments cannot exceed the total amount of the fund. Funds can be replenished as often as necessary but should be replenished at least once every three months. The funds will be issued to the custodian in form of a check or direct deposit. You can verify if you are set up for direct deposit by going to employee.dartmouth.edu.

Increasing or decreasing of a Petty Cash Fund

The current petty cash fund can be increased or decreased at anytime. The current custodian will complete the Request Increase or Decrease of a Petty Cash Fund form. This form must be fully completed and have the proper approval signature from your department. Once complete, submit the form to the Cashier's Office. For an increase, the funds will be issued to the custodian in form of a check or direct deposit. You can verify if you are set up for direct deposit by going to employee.dartmouth.edu. For a decrease, you will need to return the form along with the amount of the funds you no longer need in form of a check.

Change of Custodian

No transfers of these funds from one employee to another are allowed. The current custodian must close the fund under their name by filling out the Change of Custodian for Petty Cash Fund form.

Closing a Petty Cash Fund

The current custodian must close the fund by filling out the Request to Close Petty Cash Fund and checking the Close Fund box. Once complete, submit the form along with the entire amount of the fund to the Cashier's Office. If some of the fund has been paid out, a replenishment form must be completed prior to closing the fund. The full amount of the fund must be returned. The custodian will receive an emailed receipt of closure once complete.

Student Account Payments

Campus Billing encourages you to pay your bill on D-Pay which is found using DartHub. If you have any questions about your tuition bill or payment, please contact Campus Billing.

 

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