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CRM 206 - Mail Receipts

The policies on this webpage have been streamlined and reformatted, and are now available on the University Policies webpage. We ask that you use this new resource, as future changes, additions to or eliminations of these policies will only be made to the University Policies webpage, and policy manuals you may have used in the past will no longer be updated. Note: On March 31, 2018, this resource will no longer be available. Please update your bookmarks to the University Policies webpage.

Opening Mail Receipts :

All cash receipts received in the mail must be opened in an area separate from other cash handling operations by an employee who is not involved in any accounts receivable or other cash handling activities.

Logging Mail Receipts :

All cash receipts received in the mail must be recorded on a mail receipts log which must include:

  • Name of payor.
  • Date of check (if applicable).
  • Check number (if applicable).
  • Amount received.
  • Date payment received.
  • Name or number of account for which the payment was made. If application cannot be determined, enter UNIDENTIFIED.


Note - Unidentified payments are not to be held until identified, but are to be deposited immediately and credited to a special "suspense" account. If necessary the receiving department should make a photocopy of the check to aid in identification later.

  • Other comments or descriptions (if required).

Alternate Methods of Logging Mail Receipts - Campus Business Services may authorize alternate methods of recording mail receipts, including microfilm, which provide the required information.

As a minimum, the employee opening the mail must record and keep as a separate record this information when the receipts are forwarded for further processing:

  • Date payment received.
  • Name of payor.
  • Amount received.

created: 02-28-97