Departmental Information

Departmental Information

Cash and Check Handling Policy

Written authorization from the Cashier's Office is required before a department can accept cash or check payments.  The Cashier's Office will work individually with departments to ensure proper cash controls.  All departments must follow University cash and check handling policies.   

Wire Transfers - Contact your bank and request funds to be transferred to Brown University using the following information:

Receiving Bank Information

Bank Name:
Citizens Bank
One Citizens Plaza
Providence, RI 02903
ABA Routing #:
011500120 (for domestic wire transfers)*
SWIFT #:
CTZIUS33 (for international wire transfers)*

Beneficiary Information

Account Name:
Brown University
Account #:
Contact Cashier at (401) 863-2151 for account number information
Special Instructions
Additional information for Brown to ensure proper credit of funds

*In order to ensure proper and timely credit, it is vital the sender provide additonal "special instruction" information such as student name, account number, gift or pledge, or departmental contact and account number.

*Please note:  Some banks deduct a fee from funds wired, meaning the actual amount received and credited may be less that the intended origination amount. To ensure full credit at Brown, the remitter should add wire fee charges to the amount being wired.

* To confirm receipt of a wire, contact the Cashiers's Office at (401) 863-1280 or email Cashier@brown.edu. Wires received from overseas banks may take longer than domestic wires.

*Departments that are expecting a wire should notify the Cashiers Office at cashier@brown.eduPlease include in your notification email the amount of the wire expected as well as the department worktags that the funds should be credited to.  This ensures timely credit to the appropriate web ledgers.

Automated Clearing House (ACH) - ACH is an electronic network for financial transactions. Accounts are identified by the banks routing number and the account number with the bank. Please note that a debit card number or corporate account is not acceptable for purposes of ACH transactions. 

ACH Payments - ACH payments are accepted for student account charges and can be initiated by accessing the student record at https://payment.brown.eduEither the student or an authorized user (established by the student) may set up an ACH Payment. An authorized user should be only a family member and not an outside agency as privileged student account information can be viewed.  ACH payments can be scheduled for processing that day or for a future date. These payments can only be processed by using a U.S. personal checking or savings account.  Please note that a debit card number or corporate account is not acceptable for purposes of ACH transcations. 

ACH Payment Returns - ACH payments may be returned due to insufficient funds, incorrect account number, etc. will result in the reversal of the payment and a $20 returned payment charge. In addition, a returned ACH payment may result in a late payment charge if no other form of payment is received prior to the payment due date.

ARC /POP Policies - The University processes checks received by mail or in person via ARC /POP. The process of converting personal checks into an electronic check format will streamline timing and reduce processing costs.  

  • When you provide a check for payment, you authorize Brown University to either use the information from your check to make a one-time electronic fund transfer from your account or to process the payment as a check transaction.
  • When information from your check is used to make an electronic fund transfer, funds may be withdrawn from your account as soon as the same day that we receive your payment and you will not receive your check back from your financial institution.
  • For questions, please contact the Cashier's Office at 401-863-1280.

Departmental Deposits - Each departmental deposit must be submitted with a departmental deposit slip to the Cashier's Office for processing. The departmental deposit must include the following on the form to ensure proper processing: department name, contact person, phone number and ten digit accounting code.

Cash Request Procedures - Each department must fill out a Cash Request Form to request cash. The form must contain the date, departmental name, department contact, phone, address for funds to be delivered to, denomination, accounting code, accounting description and authorized signature. All cash orders must be placed by 9:30 am to ensure next day delivery. Orders placed after 9:30 am are processed on the next business day. Please keep this in mind to ensure that the department will have proper cash on hand if needed. Cash requests can not be made after 4:30 pm.

Money Order Request Procedures - Departments must fill out a Money Order Request Form. The form must consist of the following information: department contact, department name, phone number, address, denomination, fee amount, accounting code, accounting description and authorized signature. Money orders can take up to ten business days, please plan accordingly.

Petty Cash - A department head or other individual with expenditure authority may send a request to the Director of University Disbursements to establish a petty cash fund. The request must not come from the individual assigned as the custodian of the fund.

Travel and Business Reimbursement Policies

  • Travel expenses that do not inlcude an overnight stay, air travel, or exceed $100 may be reimbursed by the Cashier Office.  Complete a Travel Expense Reimbursement Form and bring to the Cashier Office with all original receipts.

Cashier's Office Business Expense Reimbursement

  •  This form is used for business meals, hospitality, and supply expenses equal to or less than $100.0o only.
  • The Cashier's Office Business Expense Reimbursement Form must have all receipts attached, departmental approval, and present their banner id number at the Cashiers Office located on the second floor of the Brown Office Building, 164 Angell Street. Original receipts for all expenditures are required when using this form. If receipts are missing, reimbursements must be processed through the Accounts Payable Office.  Any expenditure that includes the purchase of alcoholic beverages must be processed through the Accounts Payable Office.
  • Please make sure each area is filled out on the form as well the name of Purchaser, Department, Individual Approved to Accept Reimbursement, Brown ID # of individual accepting reimbursement and the department ten digit account number.
  • Traveler is responsible for providing valid receipts and accurate documentation of allowable expenses.
  • It is the responsibility of the approver to review the expenses, ensure that the information contained on the report is properly documented, supported by attached receipts, and in compliance with University policies, and ensures that the expenses are for Univeristy business purposes. 

Credit Card E-commerce Polices & Procedures - This policy applies to any department associated with the University that conducts business credit card transactions or is responsible for developing and maintaining a University website to conduct business transactions via gathers credit card information.

Credit Card Swipe Transmittals - Each department that accepts credit cards must complete a Credit Card Transactional Spreadsheet for each batch. The following information should be on the spreadsheet to ensure proper processing of receipts: the date, batch number, transaction date, department name, customer code, total number of items and  name of who it is submitted by. Please attach credit card settlement report to form and send to the Cashier's Office for processing.

Gift Accounting - Any department that receives a gift, donation or pledge must submit cash, checks or credit card receipts to the Gift Cashier for processing. Please send gift checks separate from any daily deposit and indicate the account worktags that the gift check should be credited to.

Miscellaneous Account Receivable - Customer Accounts  - All University departments required to bill an outside agency for items owed to Brown University must invoice through the University system.  This process requires a specialized role in Workday.  Please email bursar_mar@brown.edu or call 401-863-1763 with questions.