Cash receipts include currency, coins, checks, money orders and credit card receipts received from all sources such as participant fees, ticket sales, damage charges, deposits and parking fines. Learn how to comply with UB policies and ensure strong internal controls when handling cash and cash equivalents.
You must have an approved rate on file before collecting revenue, whether it is via ACH, wire transfer, UB Marketplace or in person. Read more about Developing and Managing Fees.
When electronic payments are not viable, cash receipts can still be deposited.
The university's preferred method for receiving payments is via electronic payments.
Locked bags are required for transporting deposits through campus mail. If a locked bag is needed, email ubs-fees@buffalo.edu.
Any cash must be hand delivered for a signed receipt.
When departments need to handle cash transactions, they must accept responsibility for administering these transactions with sufficient internal controls and advise Financial Management or UBF that they are handling cash transactions.
Internal controls require good stewardship: safeguarding assets, promoting accurate financial reporting, preventing mishandling and loss of funds and protecting employees from allegations of impropriety. Proper internal controls call for the separation of duties. This requires different individuals to receive, record, deposit and reconcile cash. Cash receipts must never be used for change, petty cash or to make refunds.
Departments must have written procedures for receiving, depositing and reconciling cash or checks.
Checks should be made payable to The State University of New York at Buffalo.
If a check is made payable to another UB entity, we will send it to that UB entity for endorsement.
Checks should be made payable to:
The State University of New York at Buffalo
If a check is made payable to another UB entity, we will send it to that UB entity for endorsement.
Use the State Cash Receipts Transmittal Form.
Obtain blank cash transmittal receipt forms by calling Student Accounts at (716) 645-5761.
Office of Student Accounts is open Monday through Friday 8:00 a.m. to 4:00 p.m. for hand-delivered deposits. The office is closed on university holidays.
214 Crofts Hall
North Campus
The funds are posted to departmental accounts every 15 days.
Sean Gardner
IFR, Revenue Accounting and Treasury Management
Financial Management
Phone: 716-645-2621
Email: spg1@buffalo.edu
Leah Kerr
IFR, Revenue Accounting and Treasury Management
Financial Management
Phone: 716-645-0232
Email: leahkerr@buffalo.edu
Certain transactions are considered repayments of expenditures, including reimbursements from the original vendor. Reimbursements have different deposit instructions.
Depending on what type of revenue is deposited different administrative fees are assessed.