| Title: | Returned Check Policy |
|---|---|
| Policy Owner: | Office of the Bursar |
| Applies to: | Faculty, Staff, and Payors |
| Campus Applicability: | Storrs and Regional Campuses |
| Approval Date: | September 29, 2025 |
| Effective Date: | September 29, 2025 |
| For More Information, Contact: | Office of the Bursar |
| Contact Information: | 860-486-4830 |
| Official Website: | https://bursar.uconn.edu/ |
PURPOSE
To ensure compliance with Section 4 of the State of Connecticut Office of the State Comptroller Accounting Manual for Receipts regarding processing and accounting for returned Checks.
APPLIES TO
This policy applies to all departments that receive check payments on behalf of the University, and to all payors, including students and external customers, who submit payments to the University for goods and/or services.
DEFINITIONS
Check: A personal paper check or a personal electronic check (“e-check”).
POLICY STATEMENT
Checks deposited by the University that are returned by the bank due to insufficient funds or other reasons are the responsibility of the depositing department to resolve, including the collection of funds still owed to the University. The department or payor will be charged for the amount of the returned check, including any applicable bank fees.
For fee bill payments, the University’s payment processor may charge student payors a fee for any Check returned by the bank for insufficient funds. The Office of the Bursar reserves the right to block a student with returned Check payments from using that payment method in the future, requiring payment instead by money order, certified cashier’s check, credit card, or wire payment.
For all other returned Checks, the department has the discretion to accept or reject future Check payments from the payor.
ENFORCEMENT
Violations of this policy and any related procedures may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.
PROCEDURES
The Office of the Bursar Cash Operations unit is notified by the bank if a Check is returned to the University. Cash Operations sends the notification to the appropriate depositing department. It is the department’s responsibility to submit the appropriate entry in the general ledger system to reflect the returned payment. Cash Operations approves the entry based on the debit to the University’s bank account.
REFERENCES
State of Connecticut Office of the Comptroller Accounting Manual, Receipts, Section 4
POLICY HISTORY
Policy created: 08/19/2014
Revisions:
01/24/2022 (Reviewed with updates only to the Procedures)
09/29/2025 (Approved by the University’s Senior Policy Council and President)