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 Rhea 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

Click any box below to expand that section

Link to New Deposit Form

2021-2022_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 cards returned with cash or checks.  Enter the date of the donation and the employee’s Banner ID/CWID and the amount received.

Fundraisers should be listed on one line.  Enter the fundraising activity and department org code on the deposit form.  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. 

Making the Deposit

With each deposit, an electronic copy of the deposit form should be emailed to Lynette Rhea (lynette.rhea@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 donation 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).

The Office of the Associate Vice President will be open to receive departmental deposits on Tuesdays 12:00 - 4:30PM and on Fridays 8:00AM – 12:00PM.

 

Please deliver your deposit to 207 Whitehurst and place in the box labeled “United Way” at the front desk. All cash, checks and donation 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 Rhea at lynette.rhea@okstate.edu or call (405) 744-4188.

2021-2022_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.)

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 turn pledge cards for payroll deductions.  No deposit procedures or reporting is necessary.

Before you set a date, time and location, check the OSU UW calendar and the OSU calendar for conflicts. 

Reserve space/venue.

Email your event name, date, time, location and a short description to info@unitedwaypaynecounty.org or to julie.weathers@okstate.edu. This will ensure your event is added to the OSU calendar of events, OSU UW calendar, linked on the UWPC Facebook page and linked in OSU Headlines.

Tell people! Email employees in your area, post flyers (requires approval from Campus Life), chalk (requires approval from Campus Life), invite friends on Facebook (UWPC can create a Facebook event if you like), post to unit/department/college website.

Take pictures and share them on the UWPC Facebook and Twitter page

Make your deposit promptly after the event.

Fundraisers should be listed on the deposit form. See the deposit procedures above for more information.