The University Cashier’s Office (UCO) provides important reminders for preparing check deposits. Following the guidelines below promotes the timely and accurate processing of checks and maintains compliance with university financial procedures.

All checks deposited with the UCO must:

• Be payable in U.S. dollars and drawn on a U.S. bank.
• Have matching numerical and written amounts.
• Be made payable to NC State University or to the department.
• Include a deposit slip listing key details such as payee name, check number, date and amount.
• For deposits of more than five checks, include a supplemental sheet listing the key details for all checks deposited.

Departments should also verify the following:

• Checks are properly completed, signed and dated; checks cannot be post-dated.
• Checks are endorsed with the department name, valid Project ID and account code.
• The deposit slip is filled out completely, accurately and legibly.
• Department details are completed and the submitter’s contact information (name, phone number and email address) is included. This allows the UCO to follow up when questions arise, which helps prevent processing delays.
• The Project ID used is appropriate for deposits processed by the UCO.

Return Check Fee

A $35 fee will be assessed for any checks returned by the bank as uncollectible. This fee will be charged directly to the department’s Project ID, where the original deposit was posted.

Payments from Foreign Entities

Payments from foreign entities, such as a business or sponsor, must be made via credit card or wire transfer. The Federal Reserve Bank system cannot process checks issued by foreign banks.

Need Help?

For additional details and step-by-step instructions, please refer to the Departmental Deposits Guide and the Check Acceptance Policy. For assistance, please contact Campus Deposits.