This page contains information specific to OSU Cashier’s and Student Finance Offices. For official information from Oregon State University, see COVID-19 Updates and Information. Starting March 18, 2020 until further notice, the Cashier’s and Student Finance service windows in the lobby of the Kerr Administration Building will be closed, however staff will be working remotely and limited hours on-site to provide services, with some changes:
The Cashier’s Office drop box in the lobby will be used for accepting all in-person deposits and payments. The drop box is secured, is in view of security cameras, and deposits will be retrieved multiple times throughout the day. Should you have a large volume deposit that would not fit into the secured drop box, please contact the Cashier’s Office at firstname.lastname@example.org for a deposit appointment.
Please visit the COVID-19 impact page for Information for Students and Temporary Guidelines for Departmental Deposits
The Cashier’s services include accepting tuition payments, producing financial aid refunds, supplying short-term emergency loans up to $350, processing deposits for departments and auxiliaries, and assisting departments with cash handling policy compliance.
Important Dates & Deadlines
Departments -Cash receipts must be in the Cashiers Office by noon on the last business day of each month to ensure inclusion in that month’s processing. Departments are required to deposit on a daily basis. Cash deposits must be hand delivered to the Cashiers office so they can be counted in dual custody.
Make a deposit
All incoming monies should be acknowledged by receipt when accepted or received by mail, and forwarded to the OSU Cashier's Office for processing within one business day, using the OSU Cash Receipts Record form to indicate where the funds should be deposited. Endorse checks with a restrictive endorsement immediately. Departments must deposit monies within one business day after collection or receipt of such monies. For more information, please see the Cash Handling Policy.
OSU Web Departmental Deposits
Web departmental deposits are batch deposits that can be submitted remotely using TouchNet Cashiering Operations Center.
Proper ID Required
Photo ID is needed for all transactions at the Cashier's Office. If you are receiving monies (financial aid check, employee reimbursement, etc.), two (2) forms of picture ID are required. If you are making a payment to a student account, the fastest way is to bring your OSU ID. You must at least know the OSU ID number of the account you are paying.
When an employee returns an OSU key to the Key Shop, the Key Shop will provide you with a slip to reimburse you for the initial key deposit. Just bring that slip to the Cashier's Office, and we will process your refund. If you are not currently on campus, a refund can still be processed for you. Please contact your department for more details.
Will Cashier's cash a check for me?
OSU issued payroll checks up to $500 may be cashed at no charge. The payee must be present and endorse the check at the cashier's window, and have two forms of photo ID. Cashing personal checks is not a service the Cashier's Office offers.
Can we get petty cash or a change fund?
Petty Cash Funds
Petty cash funds are set up for the purpose of paying for small office supplies. It is not for the purpose of refreshments, entertainment, travel, hosting, conference registrations, or membership fees. Petty Cash purchases have the same documentation requirements and fall under the same restrictions as all other OSU purchases. Use the guidelines for purchasing card usage when determining appropriate use for petty cash. Please refer to the OSU Petty Cash Policy 03-140-2014 for more information.
Ensure that appropriate receipts are obtained to support any disbursement.
Ensure that the expenditure is appropriate in nature.
Ensure that the petty cash fund is reconciled at all times. The paid receipts or invoices plus the cash should always equal the fund balance.
Ensure the funds are kept in a secure location, such as a locked cash box or locked desk drawer. The Custodian should maintain possession of the key. Funds should never be left unlocked or unattended and should be concealed from general view when not in use.
Petty cash funds and associated documents should not be combined or commingled with any other departmental funds.
Annual Reconciliation of Petty Cash should be filed with the OSU Cashier's Office by the last business day in June.
Change funds are set up for the purpose of providing currency and coin to departments where cash sales will be made on a regular basis for services or goods. This is different from a petty cash fund. No expenditures of any kind can be made from a change fund. A change fund is an imprest amount on file with the OSU Cashier's Office. This amount should always equal your cash on hand.
Ensure that the change fund is reconciled at all times. The cash should always equal the fund balance.
Ensure that the funds are kept in a secure location, such as a locked cash box or locked desk drawer. The Custodian should maintain possession of the key. Funds should never be left unlocked or unattended and should be concealed from general view when not in use.
Change funds and associated documents should not be combined or commingled with any other departmental funds.
Annual Reconciliation of Change Funds should be filed with the OSU Cashier's Office by the last business day in June.
Temporary Change Funds
A temporary change fund can be obtained from the Cashier's Office for your department's OSU event. The purpose of this temporary change fund is to provide currency and coin for events where cash sales will be made. This is different from a petty cash fund. No expenditures of any kind can be made from a change fund. The department withholds the change fund amount from the total sales at the event, and returns the whole original change fund amount to the Cashier's Office. The fund must be used in accordance with OSU policy. The change fund must be requested 10 days in advance, and must be returned within five days following the event. The Request Form must be completed, and signed by the Business Manager or related authority. Remember to bring proper ID to the Cashier's Office when you bring the completed form to pick up the fund. Any funds not returned will be charged to the index on file.
Can our department send/receive wire transfers?
Incoming Wire Transfers
OSU accepts wire transfers of funds as payment. Individuals or agencies sending a wire transfer should include the following information:
Beneficiary name, street address, City/State/Country
Receiving bank, street address, City/State/Country
Bank routing number
Bank account number
Purpose or description
Date to be sent
Outgoing Wire Transfers
Departments may elect to make payments via wire transfer, especially when paying an agency overseas. The Cashier's Office can initiate the wire transfer, and the state treasury completes the transaction. Please complete the Request for Wire Transfer form. Instructions can be found on page 2 of the document. Contact Business Affairs Accounts Payable or the Cashier's Office for more information or assistance.
How can our department start accepting credit cards?
Departments may accept credit cards for payment of services, product, etc. Of course, all sales must comply with the policies regarding eCommerce and the sales of goods and services. If your department is interested in accepting credit payments via the web, you'll be interested in the OSU eCommerce initiative.
Becoming a Merchant
If you are currently not a credit card merchant, please visit the OSU eCommerce page for more information.
Fees and the Charge Back Procedure
There are one-time fees associated with setting up a merchant ID, monthly or annual fees for the terminal or web interface, and merchant transaction fees, also known as charge backs or the merchant discount. There is a Credit Card Fee Summary on the OSU eCommerce site. For more details, please contact the Cashier's Office.