Cash Handling Training - Business & Financial Services
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Transcript Cash Handling Training - Business & Financial Services
UCSB
Neil Clark
Office of the Controller
March 2014
Goals
What you should get out of the training
An understanding of the UCSB cash handling process
An understanding of the key controls in the UCSB cash
handling process
Understanding of your responsibility as a Campus Cash
Handler
Campus Resources
Topics
What the training will cover
The various forms of cash payments
A review of the three types of Cash Handlers as defined
by BUS-49
A review of BUS-49 policy areas, and cash handling
activities
General guidelines for Petty Cash and Change Fund
custodians
Principles of good cash handling and their application
in daily cashiering activities
Stewardship
Stewardship
The careful and responsible management of something
entrusted to one’s care.
As University employees we have a responsibility to our
stakeholders, to be good “stewards” of the public trust.
Why is the Proper Handling of Cash
Important to UCSB?
Public Trust
Taxpayer Dollars
Stakeholders
Donors
Funding Agencies
Parents
Students
Employees
What are the Consequences of Improper
Cash Handling?
Public Image
Loss of Funding
Department Reputation
Criminal or Civil Investigation
Cost of Investigation
Terminology
Several terms used in the BUS-49 need to be defined to help you understand the
University's cash handling policy. The basic terms fall into one of the three
following categories:
What is considered cash
Defining Cash Handlers and Fund Custodians
Cash Handling Roles
What is considered “cash”
Currency and Coin
Cash Equivalents
Money Orders
Travelers Checks
Cashiers and Certified Checks
ACH Payments and Wire Transfers
Credit and Debit Cards
Securities (Easily transferable to $) such as Parking
Permits, Stamps, Tokens, Meal Tickets
What is a Main Cashier?
Main Cashier
A cashiering station to which official operating cash
funds are issued, and from which, collections are
deposited directly to the bank.
Examples
Cashiers Office
UCen Cashier
What is a Sub Cashier?
Sub Cashier
A cashiering station from which collections are
deposited with a Main Cashier.
Examples
At least 9 Sub Cashiering stations on campus,
including Parking, Arts & Lectures and Housing
What is a Cash Handling Department?
Cash Handling Department
Campus operating unit that typically collects cash and
deposits to either a Main Cashiering or Sub-cashiering
station.
Example
Campus departments who receive gifts, donations,
telephone or photocopy reimbursements.
Cash Flow
Custodian
A person who has been assigned responsibility for
administering either a petty cash or change fund
The custodian is solely responsible and personally
accountable for the fund.
Must be a University employee (career or limited
appointment) or a registered UCSB student employed by
the University.
New employees must successfully pass a background
check.
5 Steps of Cash Handling
Step 1 - Accept Cash and Endorse Checks
Verify check payee is "UC Regents" or "Regents of the
University of California"
Endorse check with appropriate stamp (UC Regents)
To minimize customer disputes over an amount being paid in
currency, leave the currency on the cash register ledge or
other secure area visible to the customer until the transaction
is completed.
Count change back to the customer.
At the end of the transaction make sure all currency, coin, or
checks are placed into the cash drawer or other secure
container or location.
Give the customer a receipt
5 Steps of Cash Handling
Step 2 – Prepare Deposit
Prepare a deposit form as soon as total of cash and cash
equivalents meet or exceed $500
Practice dual custody
Balance receipts to cash
Keep backups of deposit forms
5 Steps of Cash Handling
Step 3 – Deposit Cash
Sub-cashiers and cash handlers must deposit at least
once a week or whenever collections meet or exceed
$500.
Transport cash in dual custody
Deposits > $2,500 employees should be escorted by a
Campus Security or Police Officer.
Step 4 - Reconcile deposits
Balance to General Ledger report at month end
Step 5 - Report losses
Report losses to supervisor
Cash Collection Reports
A report of cash collections signed by the preparer must
accompany each deposit to a Main Cashiering Station from
a Sub Cashiering Station.
The report should include:
Cash Recorded
Cash Deposited
Shortages or Overages
Supporting Documentation (including cash register
audit tapes, as applicable)
General Cash Handling Principles
Business and Finance Bulletin BUS-49, the UC policy
related to cash handling, defines the four critical
policy activities:
Individual Accountability
One person has sole responsibility for a fund.
Protects the University and the Employee
Access to cash should be restricted at all times to only
the person (custodian) accountable for the fund.
All transfers of cash and responsibility should be
documented.
A supervisor should sign and verify overages/shortages
and all voids/refunds.
Accountability
Key Components
Funds
remain
secured
Transfers
are
documented
All trans.
identified to
a person
Safe
combos are
not shared
Passwords
are not
shared
Receipts to
each
customer
Keys are
secured
Cash drawer
to each
cashier
Background
checks are
performed
Separation of Duties
More than one qualified person is involved in the key
activities related to the collection, handling,
depositing, and accounting processes for cash
received.
Cash Handling Roles Matrix
The matrices below shows appropriate separation of duties for cash handling roles for three person and two person
operations
Role
Handling
Cash
Individual #1
X
Individual
#2
Individual
#3
Preparing
Deposit
Making
Cash
Deposit
X
Comparing deposits to
GL
X
X
Role
Handling
Cash
Preparing
Deposit
Individual #1
X
X
Individual
#2
Reconciling
receipts to deposit
Reconciling
receipts to deposit
X
X
Making
Cash
Deposit
X
Comparing deposits to
GL
X
Dual Custody
Involving two people in a critical cash handling task is
a special kind of separation of duties called dual
custody.
Dual custody should be practiced when transporting
and counting large amounts of cash, or when
performing other risk critical actions.
Benefits of Dual Custody:
Encourages cash handlers to check each others work
Reduces the opportunity for robbery and theft
If loss does occur, protects cash handlers from
unwarranted suspicion
Physical Security
Per BUS-49:
Individuals who handle cash and cash equivalents are
protected from physical harm
Cash and cash equivalents are protected from loss.
Technology resources involved in process cash and cash
equivalents (i.e., hardware and confidential personal
information) are protected from loss, corruption, or
compromise to confidentiality.
Physical Security
Per BUS-49:
Counting of cash must not be visible from outside the
office.
Level of security, such as cash box, safe, or alarm
requirements depends on amount of cash being stored.
Deposits must be adequately protected from loss while in
transit.
Only authorized individuals are allowed in the work area.
Physical Security
Per BUS-49:
Safe combination should be given ONLY to
supervisory/authorized personnel.
Safe combination should be committed to memory.
A record of the combination must be maintained away
from the safe area and sealed to prevent undetected
access.
Physical Security
Per BUS-49:
Safe combination should be changed whenever an
employee leaves the unit/position, or at a minimum of
once per year.
A log must be maintained showing the date of
combination change and the reason for the change.
Physical Security
Key Components
Assets are
properly
stored
Alarm syst.
alerts police
dept.
Cash
counting not
visible
Background
checks
performed
Shortages/
overages are
reported
Keys are
secured
Safe
combos are
changed
2nd
employee
present
Deposits are
timely
Deposits
protected
while in
transit
Reconciliation
Cash and cash equivalents collected and reported as
deposited, are reconciled with the General Ledger, and
are verified as accurate.
A supervisor or someone other than the custodian
should perform surprise counts of the petty cash and
change fund.
Reconciliation
Reconciliation involves the following three levels of personnel:
Level 1 – Cashier / Sub Cashier
Reconciles daily receipts by cross balancing the funds collected
against the cash register totals, the receipts issued, and deposit
documents received
Level 2 – Manager / Supervisor
Reconciles to ensure that receipts were issued in numerical order.
Verifies that register totals and beginning and ending readings are
in order. Performs surprise cash counts to ensure accuracy of staff
and compliance with cash control procedures.
Level 3 – Accounting Office
Reconciles deposits by Major Cashiering sites to UC bank accounts.
Petty Cash Fund
Purpose: Used by units who have a need to provide
funds to employees or students to acquire low value
goods and services from outside vendors on an
immediate or short term basis.
UCSB Policy 5255
Petty Cash Fund Procedures
Using the Fund
All expenditures must be supported by receipts.
Receipt must be legible, dated, itemized, indicate
amount and name of vendor.
Receipt must be signed by the purchaser, indicating
receipt of goods.
Receipt must show evidence of having been paid.
Petty Cash Fund Procedures
Reimbursement of the Fund
Attach receipts to a Miscellaneous Form-5 Check
Request, submit to Business & Financial Services
Use the Petty Cash Reimbursement Form
All receipts must be reimbursed by June 30 for fiscal
closing
Petty Cash Fund Procedures
Transferring Custodianship
Formal documentation
Send copy of transfer information to Business &
Financial Services (BFS)
Returning the Fund
Reimburse all outstanding receipts
Prepare Deposit and Recording Advice (DARA)
Take DARA and fund to Cashiers Office
Send copy of DARA to BFS
Petty Cash Reimbursement Form
Allows for immediate reimbursement for petty cash
expenses from the Cashiers Office. It was designed for
those units who do not have a petty cash fund.
Procedures
Attach original receipts to the form
Obtain authorized signature
Make a copy for department records
Take original to Cashiers Office
Change Fund
Purpose: In a department that performs cash sales, a
change fund may be established to provide the
department with the ability to provide its customers
with change following sales transactions.
UCSB Policy 5250
Change Fund Procedures
Setting up the Fund
Submit request to Business & Financial Services (BFS)
with Department Head approval.
BFS will contact department when check is ready.
Custodian signs acknowledgement of receipt, and
understanding of the policy, and cashes check at the
Cashiers Office.
Change Fund Procedures
Transferring Custodianship
Formal documentation
Send copy of transfer information to BFS.
Returning the Fund
Prepare Deposit and Recording Advice (DARA)
Take DARA and fund to Cashiers Office
Send copy of DARA to BFS
Change Fund Procedures
Using the Fund
No expenditures may be made from the fund.
Fund must be kept separate from any other fund.
Overages/shortages in income are not to be cleared
through the fund
Change Fund Key Points
Fund should not be used for expenditures
Fund should not be combined with petty cash
More than one person should not have access to the
fund
Transfers of fund should be documented
Overages/Shortages should not be cleared through the
fund.
Petty Cash and Change Fund
4 Critical Policy Activities
Accountability
Custodians of Petty Cash and Change Funds are solely
responsible for the funds entrusted to them.
Campus policy requires that individuals who will be the
custodian of a fund, successfully pass a fingerprint/
background check.
The custodian can be held personally liable for losses
due to the custodian's negligence.
Petty Cash and Change Fund
4 Critical Policy Activities
Separation of Duties
The supervisor or someone other than the custodian,
should occasionally perform a surprise count of the
fund.
The supervisor, unit head, or designee reviews and
approves all forms related to the operation of the fund.
The supervisor also ensures that the custodian manages
the fund in accordance with established policies and
procedures.
Petty Cash and Change Fund
4 Critical Policy Activities
Reconciliation
The custodian should regularly ensure that the amount
of the fund (cash and receipts) remains intact.
Physical Security
The fund should be locked up except when in use. See
Business and Finance BUS-49 for secure storage
requirements for funds in excess of $1,000. Each fund is
to be maintained and stored separately, for example, in
it's own cash box.
Audit of Funds
Audits may be performed by either Business &
Financial Services or Audit and Advisory Services
Audits may also be done by a supervisor.
Purpose of the audit is to verify the fund exists and is
secure, the fund is complete, and the fund is being
used appropriately.
Resources
Policy
UC Business and Finance Bulletin, BUS-49: Policy for Cash
and Cash Equivalents Received
UCSB Policy 5250: Change Funds
UCSB Policy 5255: Petty Cash Funds
Neil Clark, Campus Cash Handling Coordinator
X7667 or [email protected].
Jonelle Miller, Acting Credit Card Coordinator
X3959 or [email protected]
Tracy Coy, Cashier Manager
X2177 or [email protected].
Audit and Advisory Services
Questions?