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Departmental Receipts


Standardized instructions for providing payment receipts.

Applies to: 

University of Kansas departments and offices who accept payments.

Policy Statement: 

Departments should avoid taking cash if at all possible and engage with the E-Commerce committee to setup a secure online site for receiving credit/debit card payments.

A Departmental Cash Receipts Voucher is the official University receipt document. A receipt voucher is required for every departmental receipt. Receipt vouchers are to be used in numerical order and the department is accountable for each voucher, including voids.

The white copy is given to the payer, and the yellow copy is retained by the department. Pink copies may be retained in the cash receipts voucher book, or utilized for other backup as needed.

Receipts that are to be credited to more than one account should be recorded on separate receipt vouchers.

All departmental receipts are required to be deposited at Student Accounts & Receivables on a daily basis. Departments are not allowed to accumulate or hold receipts for use as change or petty cash funds. The total of the cash receipts vouchers must be reconciled with the corresponding deposit.

A supply of departmental cash receipt vouchers may be obtained from Student Accounts & Receivables at 1246 West Campus Road, Room 1.


Financial Services - Accounting Services

Approved by: 
Approved on: 
Wednesday, July 1, 1992
Effective on: 
Wednesday, July 1, 1992
Review Cycle: 
Annual (As Needed)
departmental receipts, records
Change History: 

02/17/2023: Updated contact section.
04/26/2021: Updated policy. Updated Contact and owning unit from Comptroller to Financial Services.
06/27/2019: Updated contact section.
07/21/2016: Updated location of Student Account Services in Policy Statement.
03/23/2015: Updated to reflect current nomenclature for Student Account Services.
10/2010: Reviewed.
07/1992: Approved.

Financial Categories: 

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