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Business and Financial Policies and Procedures

10.2.1 Accept Checks as Payment

Policy Statement

Before units can engage in cash handling activities, they must develop and implement detailed, written internal operating procedures that must be approved by University Bursar Cashier Operations. Unit communications regarding payment options to their customers/payors should state that the University of Illinois System assesses a $25 returned check charge for any check payment returned by the bank.

Procedure

To accept checks as payment:

  1. Verify that each check meets all these conditions:
    • Payable to "University of Illinois"
    • Includes name, local address, and telephone number
    • Signed by checking account owner
    • Written text and numeric amounts match
    • Current date. Do not accept post-dated checks, or checks dated more than 30 days before today's date.
  1. If the check is presented in person, verify the check writer's identity:
    • If the check is for a student account, put the student's UIN on the front of the check.
    • Examine an unexpired system or state-issued photo ID of the checking account owner.
    • Initial the check to confirm a photo ID was presented and that you have verified the accuracy of the information on the check.
  2. Stamp the back of the check with your unit's endorsement stamp, which includes "for deposit only", unit name, and C-FOAP.
  3. Complete a control log entry for the check that includes the date, check number, payor name, and amount. Retain a control log in your unit files for all checks received.
  4. Prepare and submit appropriate Report of Cash Sales, Money Received, or online Department Deposit form. Deposit with University Bursar Cashier Operations whenever you have collected $200, or at least once a week. Refer to 10.3.1 Deposit Cash and Checks with University Bursar for details.
  5. Units with sponsored projects may need to retain photocopies of checks for accountability purposes unique to their project.

Forms Used in this Procedure

Department Deposit
Instructions for using the Online Department Deposit Form

Paper form:
    Report of Cash Sales (item #11485880) (available for purchase from the Urbana university iStores)

Related Policies and Procedures

10.3.1 Deposit Cash and Checks with University Bursar

Additional Resources

University Bursar office locations and hours:
    Urbana-Champaign
    Chicago
    Springfield

Last Updated: June 19, 2020 | Approved: Senior Associate Vice President for Business and Finance | Effective: February 2008

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