Student Fiscal Services
 

Departmental and Activity Accounts

Student Fiscal Services is responsible for all Cash Sales (deposits) from University departments and Student Organizations. Our office also provides Student Organizations and University departments with cash boxes and Student Activity Account credit cards. Call us with any questions concerning Cash Sales (deposits) or cash boxes at 785-628-5251.    

Policies & Procedures for Activity Accounts (Student Organizations)

Student Activity Accounts can check out a credit card for purchases.  Questions regarding Student Activity Account credit cards can be directed to 785-628-4897.  For more information concerning checking out an Activity Account credit card from Student Fiscal Services, see the Workday procedures for Request for Student Activity Credit Card.

Cash boxes are available for FHSU events/activities only. A limit of $100.00 is allowed for a period no longer than one week. In order to check out a cash box, the student organization must submit a Spend Authorization in Workday.  For more information concerning checking out a cash box from Student Fiscal Services, see the Workday procedures for Request for Cash Box.

Cash Handling Policies & Procedures for all Accounts (Departmental and Student Activity)

Student Fiscal Services is responsible for receipt of all funds for the University. All checks written to Fort Hays State University must be deposited with Student Fiscal Services through Workday (Record Cash Sale).  For guidance concerning departmental and student organization Cash Sales (deposits) see Record Cash Sale.   

Cash Sales (deposits) must be made at least once a week. Initiate a Cash Sale in Workday and hand deliver the funds (cash/checks) to Student Fiscal Services, located at 317 Picken Hall, using the secure deposit bags. The secure deposit bags can be obtained from Student Fiscal Services.  DO NOT send deposits in campus mail.

Destination sales tax applies to all taxable items or services delivered to a location outside the Hays city limits but within the State of Kansas.

For assistance in completing the Workday Record Cash Sales (deposits), contact Student Fiscal Services at 785-628-4461. You may also set up an individual training session with one of our staff.

  • FHSU is required to be PCI compliant.  Therefore, prior approval is required before a department can take credit cards as a form of payment.  Contact May Schumacher at 628-4459 or Dane Lonnon at 628-5558 before you accept credit cards. 

Workday Documents

Cash/Check Balancing Worksheet

Extended Amount Worksheet

Object Codes vs. Workday Revenue Categories Crosswalk

Destination Sales Log Sheet

Tax Identification Number and Tax Remittance Number

  • FHSU Activity Account -- The FHSU Activity Account tax identification number should be given to vendors when purchasing items used to generate taxable sales for Activity Accounts. The number is 004-431922999F-01.
  • FHSU Departmental Account -- The FHSU Departmental Account tax identification number should be given to vendors when purchasing items used to generate taxable sales for Departmental Accounts. The number is 004-486029925F-03.

 

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