Drop Box Information

� Drop Box Locations:

     o West Campus, located on Olsen Blvd (in front of parking area 74, in the freestanding ATM machine).  Key access is not required for items smaller than ��. This box is available 24 hours a day and is serviced by Rochester Courier Service.  Items dropped here require specific bagging and record keeping processes.  See Bagging the Deposit.

          � A key is not needed for items smaller than ��.  Items larger than �� require a key.  A key may be obtained from the SOFC or from Financial Management Operations, General Services Building, 458-3513.

     o John J Koldus Student Services Building, located on the 1^st floor, next to the Information Desk. Key access is not required for items smaller than ��.  This box is available 24 hours a day and is serviced by Rochester Courier Service.  Items dropped here require specific bagging and record keeping processes.  See Bagging the Deposit.

          � A key is not needed for items smaller than ��.  Items larger than �� require a key that may be obtained from the SOFC, Financial Management Operations, General Services Building, 458-3513, or the Department of Student Activities front desk.

     o Student Organization Finance Center, located in the West Wing of the JJKSSB, between suites 234 and 235. A key is not required.  In general, access to the drop is Monday through Thursday 8:00 am to 11:00 pm; Friday 8:00 a.m. to 6:00 pm; Saturday closed and Sunday, 3:00pm to 11:00pm; hours may vary depending on authorized keyless entry to the West Wing.  The box is serviced by the SOFC.  Items should be secured in a courier bag, sealed envelope, or locking bank bag.  See Bagging the Deposit. For events occurring outside the aforementioned access times, organizations are encouraged to utilize the JJKSSB 1^st floor or West Campus drops.

    ï¿½  SOFC business hours are Monday through Friday, 8:00 am to 4:30 pm.  A person taking possession of a key distributed by the SOFC will sign a Key Control Log.

    ï¿½ The JKSSB second floor information desk business hours are Monday through Thursday, 8:00 am to 9:00 pm; Friday 8:00 a.m. to 6:00 pm; Saturday and Sunday, closed. A person taking possession of a key distributed here will surrender a photo id to the staff person at the information desk. When the key is returned to the staff person, the photo id is returned.

    � The Department of Student Activities front desk business hours are: Monday through Thursday, 8:00 am to 10:30 pm; Friday, 8:00 am to 5:30 pm; Saturday, closed; Sunday, 3:00 pm to 10:30 pm.? A person taking possession of a key here will surrender a photo id to the staff person at the Student Activities front desk.  When the key is returned, the photo id is returned.

     ï¿½ If a key is misplaced or damaged, the custodian of record will be responsible for the cost of replacing the key ($5.00). 

Drop box Pick-up Times:  Drop box courier pick-up times are scheduled for 9:00 am and 3:00 pm.  These times may vary.? Pick-ups may be prior to 9:00 am but not before 3:00 pm.Deposits:

• Please review Cash Handling Rules:  �System Regulation (21.01.02) Receipt, Custody, and Deposit of Revenues� at http://sago.tamu.edu/policy/21-01-02.htm, and SOFC Cash Handling Guidelines at http://studentactivities.tamu.edu/files/cashhandling.pdf.
• SOFC will provide deposit slips and courier bags for deposits into SOFC accounts.  Courier bags may also be obtained from the University�s Cashier�s office, sbsprocessing@vpfn.tamu.edu, and can be picked up from the General Services Complex Suite 2801,
  • Completing the SOFC Deposit slip
  • Complete top section:  Date, Organization name, account number, sub account number, Person�s name and phone number who is preparing the deposit.
  • Include courier bag number next to Name of Person Making Deposit
  • Currency - indicate amount on deposit slip in $ amounts.
• Coins - indicate amount on deposit slip in $ amounts.
• Total Checks � indicate amount on deposit slip.  We do not require that checks be listed individually on the deposit slip.
  • Ensure that the checks are properly endorsed. The endorsement should state �For Deposit Only, Account Name, and Account Number�.
• Total Deposit - write on total line
• Complete the Distribution box of the deposit slip.  If the source of revenue is not listed, you may write it in.
• Keep Xerox copy for your records.  SOFC will return carbon copy (yellow) of the receipt to the address specified on the StuAct Online system.
• All West Campus and JJKSSB drop box items must be packaged in a courier bag.

•  

• Bagging the Deposit

  • Complete information on the courier bag
    • •   From:  Organization name
      •   To:  SOFC, John J Koldus Building, Suite 235, and if applicable, person who will be retrieving the bag from the SOFC, photo id required, or instructions to �process deposit.�
      • Date:   
      • Account #:
  • If you want the SOFC to process the deposit, please write �Process deposit� on the courier bag.
  • If you will be retrieving the bag from the SOFC to process the deposit, please include the name of the person who will be signing for the bag, as referenced above.  This person will need to present a photo id to the SOFC before the bag will be released.  Items held in the SOFC vault may be retrieved only by the person listed on the courier bag.
  • Place items in the courier bag
  • Retain tear-off record for your records.
  • Place the bag in the after hours drop
  • Keep a log of your drops.  Information you need is 1) location of the drop 2) date of the drop 3) total $ included in the deposit 4) courier bag number 5) Signature of person making the drop.  This is extremely important.  If a bag is lost and it is not recorded on this log, the University has no recourse for recovery.

    Drop Box Deposit Log
    Location (West Campus, JJKSSB, SOFC)	Date	Total Deposit	Bag Number	Person dropping Deposit
    JJKSSB	8/6/2009	$300.00	D549023	M.M. Mouse

     

  • • Open the drop door to verify that the bag has dropped into the drop box.