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Campus Cashiering, Check Cashing, and Returned Checks:
ACG0012
Effective Date: July 1, 1997


Campus Cashiering, Check
Cashing, and Returned Checks

(Policy ACG0012)

I. purpose of the policy

The UCSC campus accepts personal checks for payment of fees and in exchange
for cash or the purchase of goods and/or services. Check cashing is available for
students, faculty, and staff with a valid ID. This policy is designed to bring the
campus into compliance with UC Business & Finance Bulletin BUS-49, Ch. 1000,
§ 1719, California Civil Code, and to limit the number of returned checks
negotiated on campus.

II. Detailed Policy Statement

A. General Operations of Cashiering and Subcashiering
Stations

 1. Deposits:

a. Collections at Subcashier stations shall be deposited at the Main
Cashier’s Office at least weekly or whenever collections exceed $500.

b. During peak or high-volume periods, the Main Cashier makes multiple
daily deposits to the bank as appropriate. Subcashiers are encouraged
to deposit receipts with the Main Cashier by 3:00 p.m. each day in order
to have them included in the daily deposit.

  2. Security: Subcashier stations are required to maintain security sufficient to
      safeguard any funds held overnight in the unit. See Business and Finance
      Bulletin, BUS-49, (V)(1)(2)(a-e). A station that does not have sufficient
      security must deposit any funds on hand with the Main Cashier’s Office at
      the end of each business day.

 3.  Audit: Compliance with BUS-49 is the responsibility of the Main Cashier’s
      Office and all Subcashier stations. Audits will be conducted at intervals
      established by the campus Director of Internal Audit.

B. Identification

  Subcashiering stations accepting checks will require of students a validated
  student picture ID, and of faculty and staff a picture ID and a current driver’s
  license number. In all cases the maker’s telephone number should be written on
  the face of the check. It is preferable to have the check imprinted with an offcampus
  address.

C. Check Cashing Limits for Cash

  1. Main Cashier’s Office: the check cashing limit is $25.00 a day, with a
     check cashing charge of $0.25 per check.

   2. Bay Tree Bookstore: the check cashing limit is $10 with no check cashing
      charge.

D. Returned Check

  1. Fees and Charges:

     If appropriate, a check returned by the bank will be automatically run
     through the maker’s bank account twice before being designated a returned
     check. A returned check service charge of $25.00 will be charged for the
     first check returned from the maker’s bank and $35 for each subsequent
     returned check plus the cost of mailing a demand letter, and any related late
     fees, including late registration fees, late housing fees, etc. Written
     documentation will be required to waive fees or penalties. (Note: all service
     charges are subject to change as approved by the California State
     Legislature; related fees are subject to change as approved by the campus
     Direct Costing Committee.)

2. Redemption of a Returned Check:

    A returned check must be redeemed with cash, certified funds, or money
    order. The returned check service charge, cost of mailing a demand letter
    and late fees, if any, must be paid before check cashing privileges are
    reinstated.

3. Failure to Redeem a Returned Check:

    If payment in full for the amount of the check, the cost of mailing a demand
    letter and the returned check service charge is not received within 30 days
    from the date of the demand letter, the maker will be liable, under Ch. 1000,
    § 1719 of the California Civil Code, for treble the amount of the returned
    check, less any partial payment(s). Treble damages will be assessed at no
    less than $100, regardless of the amount of the returned check, but will not
    exceed $1,500. California Civil Code provides for the following exceptions
    to this policy:

a. When a person becomes liable for treble damages for a check that is the
    subject of a written demand, that person shall no longer be liable for
    any service charge for that check and/or any costs to mail the written
    demand.

b. A person shall not be liable for the service charge, costs to mail the
   written demand, or treble damages if he/she stops payment in order to
   resolve a “good faith dispute” with the payee. The payee is entitled to
   the service charge, costs to mail the written demand, or treble damages
   only upon proving by clear and convincing evidence that there was no
   good faith dispute.

c. A person shall not be liable for the service charge if, at any time, he/she
    presents the payee with written confirmation from the maker’s financial
    institution that the check was returned to the payee by the financial
    institution due to an error on the part of the financial institution.
    Campus Cashiering, Check Cashing, and Returned Checks:

d. A person shall not be liable for the service charge if the person presents
    the payee with written confirmation that the maker’s account had
    insufficient funds as a result of a delay in the regularly scheduled
    transfer of, or the posting of, a direct deposit of social security or
    government benefit assistance payment.

e. Additionally, it is the policy of the campus to waive any returned check
    service charges and/or penalties if the maker presents written
    confirmation that the check was returned due to an error on the part of
    the University.

E. Suspension/Cancellation of Check Writing Privileges

  1.  An outstanding returned check will suspend campus check writing
      privileges until redeemed. Four (4) returned checks will suspend check
      writing privileges for the balance of the academic year.

  2. A list of persons whose check writing privileges have been suspended (No
     Cash List) is distributed twice weekly to all campus units accepting checks
     as defined above. If a check is accepted from a person on the No Cash List,
     and the check is returned from the bank and is written off as uncollectable,
     the unit will be charged back for the returned check, the service charges,
     and the cost of mailing a demand letter. Additionally, any check returned
     by the bank that the unit has held for deposit for any reason in excess of 90
     calendar days will be immediately returned to the unit, and the check and
     returned check service charge will be charged back to the department.

F. Cancellation of Enrollment

   A student’s enrollment is subject to cancellation if returned registration
   payments are not redeemed within 30 days of the date of notification by the
   University. (Note: a student currently enrolled will have his or her name
   removed from the class roster by the Registrar. If continued attendance is
   permitted by the instructor, the student will have grades withheld and
   future enrollment barred until the account is paid in full including damages
   as provided by law.)

III. Definitions

Subcashiering Station: any cash collection point that averages a weekly deposit
of more than $500.00.

IV. Getting Help

The campus Cashier provides training and assistance to campus units (including
help with completing forms, carrying out procedures, or interpreting policy).

 

If you need help with ...  Contact ...
...any policy questions Cashier’s Office, x92930.

V. Applicability and Authority


This policy on Campus Cashiering, Check Cashing, and Returned Checks applies
to all campus units.

This policy is new and thus supersedes any campus practices in existence prior to
its effective date.

The Campus Cashiering Coordinator is the campus authority for the policy on
Campus Cashiering, Check Cashing, and Returned Checks. This policy was
reviewed and approved by the Chancellor on September 9, 1997. Next review date
is July 1999.

VI. Related Policies/References for More Information

References

     UC Business & Finance Bulletin, BUS 49
    Chapter 1000, Section 1719, California Civil Code


UC Santa Cruz Policy

Accounts Receivable                                                                                             oarinfo@cats.ucsc.edu; (408) 459-3073