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The University Cashier is responsible for accepting and maintaining complete accounting records for all payments made directly to the University by students, parents, employees, federal government agencies, and any other organizations that provide funds to the University. Funds may be received in coin, currency, checks, credit card transactions, wire transfer, or via automated clearing house credits.

All transactions whether received through the mail or over the counter, must be entered into our computerized cashier’s system. With the use of this system and the PNC Pinacle web application, the Cashier reconciles daily deposits to the University’s main bank accounts. A separation of duties is maintained throughout the daily processing and settlement process (cash collecting, depositing, and reconciling). If any difference is found between the total that should have been collected and the actual amount of money on hand, then the funds are considered out of balance. Bring any out of balance situation to the attention of the department manager.

A completed Deposit Form must accompany all funds for deposit.

No deposit shall include a Princeton University drawn check. In the event a Princeton University check is included in your deposit it will be removed and forwarded to Invoice Processing to be voided. Such checks are not eligible for deposit. The Cashier will also notify the department with a corrected total and the reason for the adjustment.

Training on cash collection and reconciliation procedures is available at any time with the University Cashier’s Office. During this training, we will also provide updates on any changes to the cash handling procedures. In addition, Petty Cash verifications will be done on a yearly basis with final year-end balance notification.

Cash Over/Short
All deposits are made intact, inclusive of any over/short amount. These amounts will increase or decrease revenue from the Princeton University Deposit Form. Departments must understand that any over or short amount will not be charged to a separate University project grant. The University Cashier will notify the departments with a correct total that will be credited towards their listed project grants.

Checks and Money Orders / Foreign Checks
All checks and U.S. Money Orders must be made payable to Princeton University and be payable through a U.S. bank. If the checks are not paid through a U.S. bank additional charges may be applied and the department’s project grant that received the original credit will be charged. Checks drawn on foreign banks in U.S. dollars for less than $60.00 are NOT accepted and will not be processed, due to collection costs.
In the interest of Security checks received by departments should be immediately endorsed “For Deposit Only to the Account of the Trustees of Princeton University”. Deposits with sufficient check volume may use a rubber stamp to make this endorsement or it may simply be written on the back of the check.

Checks received for deposit at Princeton University are being processed electronically using the information on the check. The checks will be scanned and the image electronically transmitted to PNC Bank for processing. The sender will not receive an original cancelled check as Princeton is required to destroy the check after it has been processed.
All deposits will be processed at least once a week.

Cash payments (currency and coins) received by campus departments will be verified in the presence of the department representative, and a pre-number receipt will be issued documenting the transaction. Currency and coins should never be sent through the campus mail.

The Cashier’s cash drawer is used strictly for business usage. It is not available for personal use in providing change, therefore appropriate controls are in placed at all times.