OSU Deposit Procedures

The tools on this page are here to help OSU Captains and Coordinators understand the deposit procedures at OSU. If you have any questions about deposit procedures contact OSU United Way Treasurer Lynette Marvin at 405-744-4188. If you need to drop off your deposits and forms you can do so at 207 Whitehurst (hours are limited see deposit procedures below).

 

Deposit Procedures

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Link to New Deposit Form

2023-2024_OSU-Deposit-Form.xlsx

Each Department/Captain is responsible for collecting pledge cards and/or funds collected for the United Way.

All contributions should be coordinated through the departmental captain or area coordinator. Click the link above to download the deposit form Excel file. (See all three tabs.)

Completing the Deposit Form

The form should be completed for all United Way pledge cards returned with cash or checks. Enter the date of the donation and the employee’s Banner ID/CWID and the amount received.

If your donor wishes to remain anonymous, do not list a Banner ID for that individual on the deposit form.

Fundraisers will be reported with the detail that the department enters on the deposit form. If a department wants to track by specific fundraisers, it should list department name and fundraiser name on the line labeled “Contributor Name/Fundraising Activity”. ( i.e., DASNR Walking Tacos or DASNR Art Auction). Add the total cash and checks collected and enter that onto the form.  A completed FR Check Listing or adding machine tape must be included that totals to the check amounts. Fundraiser amounts will be attributed to the department sponsoring the event, not the individual participants. 

Any fundraising dollars collected through the United Way website, such as the OSU Pay United Way Form or other online form, do not need to be recorded in your deposit. These will be automatically processed for you to credit your fundraiser.

Making the Deposit

With each deposit, an electronic copy of the deposit form should be emailed to Lynette Marvin (lynette.marvin@okstate.edu).  The email subject should be “UW deposit <<deposit date>> – <<Department>>”

For the collected cash and checks, the following must be included:

  • Prepare the cash/checks as you would any deposit: cash by denominations and separated from checks.
  • A copy of the deposit form emailed above.  Total Deposit should match the sum of the cash and checks.
  • Orange United Way pledge cards for all cash and checks collected by individuals (if any)
  • Fundraising FR check listing or adding machine tape for check amounts where totals match to the deposit form (if any)
  • Loose coin exceeding $1.00 must be converted to currency, prior to making deposit. Simmons Bank (basement of Student Union) has agreed to do this at no charge. Simply let them know it is for the United Way campaign.

The Office of the Associate Vice President will be open to receive departmental deposits on Mondays, Wednesdays, Thursdays, and Fridays 9:00 – 4:00. Please note that deposits delivered on Fridays will be included in the following weeks reports.  

Please deliver your deposit to 207 Whitehurst. Please arrive during deposit hours listed above. Your deposit must be verified by the office, while the captain is present. All cash, checks and pledge cards should be stored in a locked, safe place until you bring it to Whitehurst. Deposits should be delivered no later than the next drop off time available. If you need to make arrangements for a different drop off time please contact Lynette Marvin at lynette.marvin@okstate.edu or call (405) 744-4188.

2022-2023_OSU-Deposit-Form.xlsx

Each Department/Captain is responsible for collecting pledge cards and/or funds collected for the United Way.

All contributions should be coordinated through the departmental captain or area coordinator. Click the link above to download the deposit form Excel file. (See all three tabs.)

For One-Time Sales - Use OSU Pay United Way Page

To collect simple credit card donations for an event like a raffle, bake sale, Taco Tuesday or if you are selling items in-person, please sign up for the OSU Pay United Way page at the link below. United Way will need 2 to 3 business days to add your fundraiser to a dropdown menu on the OSU Pay United Way page to attribute credit card donations to your event. 

Once you complete the form and your fundraiser is added to the OSU Pay United Way page, you will be emailed a PDF flyer with a QR code that donors can scan to enter their credit card payment and attribute it to your event.

For Special Fundraisers - Request a Custom Donation Form

To collect credit card donations for fundraisers like voting contents, auctions, etc., please request a custom donation form from United Way. To request a form, please contact the United Way at 405-377-2161 or info@unitedwaypaynecounty.org. Please include all pertinent details for your event. For custom credit card donation forms, United Way will need 7-10 business days to process your request.

Employees can enter payroll deductions on Banner self-service at my.okstate.edu.

Amounts are deducted from the first paycheck of the month for bi-weekly employees and on the month-end payroll for monthly employees. 

Employees do not need to turn in pledge cards for payroll deductions, and no deposit procedures or reporting are necessary.