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Departmental Deposits
New Loomis Procedures (Effective: 11/27/2006)

Campus Departments must contact Jayne Gallo for all changes as well as supply orders. Departments are no longer authorized to contact Loomis directly.

• New Requirements
• Procedures for Preparing Departmental Deposit Slips (.pdf)
• Loomis Information Update Form
• Check Acceptance Procedures
• Purchase of Department Deposit Slips

The University has determined the most cost effective way for departments located in the immediate central campus area to transmit funds for deposits to the University Cashier’s Office on a timely basis is by using the authorized secure pickup service, currently Loomis, Fargo & Company (Loomis).
        1. Departments located on Main campus, Centennial Campus,
            Vet School, and Stadium/Arena will use the Loomis service.
        2. Operations located at other, more distant locations should
            deposit funds in local depository institutions as authorized by
            Cashier's Office.
            http://www.ncsu.edu/policies/finance/controller/accounting/
            RUL832.00.3.2.php

In order to ensure the cash collection process works smoothly for all concerned, the Cashier’s Office and campus departments will use the following procedures.

1. Each department contact will be furnished a copy of the Site Location List that will identify the department contact and pickup information.
2. Departments located in buildings having pickups for more than one department are strongly encouraged to work together to have pickup times coincide and consolidate pickups at a single location. This will save the departments money as well as the University. Departments using a consolidated pickup location can have the cost split between departments. Contact Jayne Gallo with the cost sharing information.
3. Cashier’s Office will maintain a master Site Location List including pickup locations, times, building and departmental contact. This will be used to verify Loomis invoices for services performed.
4. Cashier’s Office pays Loomis directly and all contact information as well as site locations must be updated accordingly. Please make sure all account information is updated so that billing information is accurate.
5. If you need any assistance regarding Loomis pickups, changes, account changes, billing, supplies or etc., please contact Jayne Gallo (513-0789 or jayne_gallo@ncsu.edu).
6. Departments will be charged $4 for regular pickups and the full contract amount for after hour pickups and/or other special service requests.
7. Cashier’s Office will verify departmental pickup information on a quarterly basis.
8. Deposits will not be hand-carried by departments to the Cashier’s Office unless the Director of the Cashier’s Office approves an exception. Exceptions will be made on a case-by-case basis.
9. The cost of any needed supplies (bags, etc,) will be billed back to the department at full cost.
10. Pickups are based on the Site Location List submitted to Loomis. Departments may contact Jayne Gallo at 513-0789 or jayne_gallo@ncsu.edu to make changes to service as necessary.
11. Each department will be billed via journal voucher monthly. Departments should verify that the charges agree with the pickups being made. If a department disagrees with the amounts being charged, they should contact the Cashier’s Office promptly.
12. Questions concerning deposits or related procedures including but not limited to account numbers, etc. should be addressed to Jayne Gallo, Administrative Support Specialist, at 513-0789 or by email: jayne_gallo@ncsu.edu.