CHECK HANDLING PROCEDURES
1. Purpose- The purpose of these procedures is to establish a uniform method for the handling of checks presented to the
University.These procedures will be followed with exceptions being specifically noted herein.
The intent as stated above is to establish uniformity, but more specifically:
a. To provide a means of positive identification of the individual presenting the check.
b. To provide guidelines so as to complement, supplement or aid in the preparation of departmental check handling
procedures.c. To ensure the safeguard and proper disposition of the instrument by appropriately restricting the check upon
receipt to avoid and deter subsequent mishandling.d. To provide for an expedient means of recovering any loss to the university in the event the check is returned by our
depositor bank for reasons of being uncollectible.
2. Reason for Accepting Check- The University recognizes several distinct situations whereby checks (personal or otherwise) would
be negotiated on campus, and therefore has designated these procedures primarily to accommodate check presentments
relative to, but not limited to, the following:
a. Payment of tuition and fees during general student registration.
b. Payment of accounts receivable to include student billings and fines, or other forms of charges assessed by the University.
c. Payment for merchandise or services as in our auxiliary operations.
d. Checks presented for cash without purchase or payment.
e. Payment of registration fees for courses offered through the continuing education department, or fees charged for
various seminars, conferences, or special programs.f. Contributions or gifts to the University.
3. Check-Writing Responsibility- It is understood by all check-writing parties that the acceptance of checks is conditional upon the
satisfactory collection of the check.The responsibility of the debt remains with the check-writer until the collection process is
completed.Students presenting check[s] to pay for registration fees at the University are not considered enrolled until such time
as the check[s] satisfactorily clears the bank regardless of the originator of the check.
4. Approved Locations- Approved locations which may accept checks are:
a. Business Office
b. Library
c. Athletics
d. Theatre
e. Dental Hygiene
f. Annual Fund and Donor Services
g. Continuing Education
h. Police Department
i. Student Affairs
j. Student Center
k. Music Department
l. Testing and Placement
m. Post Office
n. Registrar’s Office
o. Office of Admissions
p. Vinson Health Center
q. Wellness Center
r. Alumni Relations
Approved location for cash check-writing:
a. Business Office
5. Identification Required- The required forms of identification for acceptance of a check are:
a. MSU I.D. or
b. Driver’s license
In the event the payor cannot produce any identification at all, then the check should not be accepted.
No two party checks will be accepted (unless they are MSU printed checks) without approval from the Bursar.
6. Checks for Cash- Students currently enrolled may cash a check at the Business Office for $25.00.Checks for cash will not be
accepted between semesters without approval of the Bursar.
Faculty can cash checks for $50.00.Amounts in excess of $50.00 are subject to availability of cash on hand and approval by the Bursar.
7. Deposit Requirements- All checks are to be stamped immediately upon receipt with the Restrictive Endorsement:
“For Deposit Only”
“Midwestern State University”
Each office must make a daily deposit with the Business Office if the amount of checks and cash is equal to or greater than $300.00.Otherwise, all checks and cash must be deposited on a weekly basis.
8. Checks Received During Registration- As may be the case during the student registration periods, a check may be presented by
a registering student whereby the parent, guardian, or some other person has given his or her personalized check for the student
to pay tuition and fees.This check should be made payable to the University and signed by the owner of the account.If the check
has been pre-signed, the University employee receiving the check shall indicate in the lower left corner of the face of the check
the name and ID number of the student enrolling.
9. Checks Received as a Gift- The acceptance of a check presented to the University as a gift or contribution should be channeled
through the Annual Fund, Donor Services, or the Office of University Gifts.
10. Checks Received Through the Mail- For checks received through the mail, it is understood that the identification cannot be
personally provided.However, for checks received through the mail, the employee receiving the checks should immediately place
the University restrictive endorsement on the back of the checks and then should be properly processed according to University
procedures.
11. Checks Returned by the Depository Bank- Immediately upon the receipt of a returned check, the Business Office will initiate the
following actions based on the status (enrolling students, students, employees, or general public) of the maker of the check:
a. Enrolling Students (registration checks);
(1) Attempt to personally contact by telephone
(2) First written notice is sent by certified mail (ten days allowed for payment).
(3) If payment is not received within the ten business days, notify the Dean of Students Office requesting that the
student withdrawn after ten business days as long as it is before the twelfth class day.If payment is not received
within ten business days and the time period falls after the twelfth class day, it is necessary to request that the
Dean of Students Office attempt to contact the student advising them of the returned check.Students then have ten
business days to reconcile the issue before being called before the Student Conduct Committee.(4) Second written notice is sent by Certified Mail notifying enrolling student of withdrawal (during first twelve class
days) or of submission of name to the Dean of Students Office.(5) Checks are submitted to the District Attorney for collection.
b. Currently Enrolled Students:
(1) Attempt to personally contact by telephone.
(2) First written notice is sent (ten days allowed for reply).
(3) Second written notice is sent by Certified Mail to the student; notification is also sent to the Dean of Students Office
(ten days allowed for reply).(4) Checks are submitted to the District Attorney for collection and the Dean of Students is notified.
c.General Public:
(1) Attempt to personally contact by telephone.
(2) First written notice is sent (ten days allowed for reply).
(3) Second written notice is sent by Certified Mail (ten days allowed for reply).
(4) Checks are submitted to the District Attorney for collection.
(5) If checks are for a donation or scholarship, the office that received the donation should be notified.
(6) If returned checks were submitted to a department and not associated with a student account, it is the
responsibility of the department to collect the funds as well as the returned check fee.d.Faculty and Staff:
(1) Attempt to personally contact by telephone.
(2) First written notice is sent (ten days allowed for reply).
(3) If restitution is not made within ten days, the appropriate Vice President is notified and all University checks made
payable to the employee are held until full restitution is made.(4) The President is notified.
After two separate instances of returned checks, all check writing privileges will be suspended for one year.
All departments must exercise diligence and caution when accepting checks so as to prevent loss of University funds.
Any questions regarding the establishment of, or clarification of, current check handling procedures should be directed to the Business Office.