Deposit Policy

From the Investments and Treasury Services Office

It is extremely important that all student organizations adhere to strong internal controls as Outlined in the Miami University Cash Handling Policy. By doing so, the potential for mishandling of funds can be minimized.

For the purposes of this policy, “cash” includes coins, currency, checks, and money orders.

Deposits should reflect total collected cash (no expenditure should be made from the collected revenues). No checks/money orders may be cashed.

Collections should be held in a secure manner until deposited; i.e., in a locked location. The Ohio Revised Code requires that all deposits be made within three business days of receipt unless the total of the deposit is more than $1,000. Receipts in excess of $1,000 are required to be deposited by the end of the next business day.

All deposits should be made at PNC Bank, Shriver Center Branch, presented with the customized, preprinted student organization deposit ticket (supplied to the Treasurer or Advisor of your organization) to ensure that the receipts are properly credited to your organization. If you do not have preprinted deposit tickets for your organization, you can obtain generic student organization deposit tickets in the Office of Student Activities, 2026 Armstrong Student Center.

Student organizations are not permitted to open their own separate bank accounts — all deposits must be made through Miami University.

All checks and money orders should be made payable to Miami University and should be restrictively endorsed “For Deposit Only Miami University” along with the student organization name.

An online deposit confirmation form needs to be completed for each deposit. Your PNC deposit will not be credited to your Banner account until this information has been submitted.

It is extremely important to include names and addresses of anyone making donations or sponsorships to your organization in order for them to receive charitable contribution tax credit.

To order a new supply of deposit tickets or should you have any questions about deposits, please contact the Treasury Services Department - be sure to include student organization name and index/account number or have it available when discussion account with staff.