Transcript Cash Receipts at Georgia State University

Georgia State University
Office of Revenue and Receivable Services
Cash Receipting and Cash Handling
Presented by Raymond Lanier, Associate Director
Catrice Clark, University Cashier Manager
November 13, 2009
Cash Receipts at Georgia State
University
Financial Aid
Student
Payments
University
Cashier
Grant
Revenue
DS&S
Revenue
Departmental
Deposits
Study
Abroad
Program
Deposits
A/P Payment
Refunds
Imprest Funds,
Project Advances,
Travel Advances
Admissions
Application
Fees
CASH 10’s
DEPARTMENTAL DEPOSITS AND CASH
RECEIPTING
 Requirements for Implementing
Department or Organization Cash Handling
Procedures
 Each unit is responsible for maintaining
written operating procedures and distributing
them as needed
 Segregation of Duties
 Receipting
 Record-Keeping
 Preparation and Delivery of Deposits
 Safekeeping of Checks and Funds Received
 Lockable Cash Box in a secure location
 Fireproof Safe
TRANSFER OF FUNDS TO
UNIVERSITY CASHIER
 Hand Delivery
 Never, never, never, never, never, never, never, never,
never, never, never, never, never, never, never, never,
never, never, never, never, never, never, never, never,
through
interoffice mail.
never, never, never, never,
DEPARTMENTAL DEPOSITS AND CASH
RECEIPTING POLICIES AND PROCEDURES
 Deposits
 Checks and Certified Funds

Within 5 Business Days
 Cash

Daily
Cash Receipts are not Petty Cash Funds!
Checks Payable to the Institution
 Must be deposited into the university bank account
 No personal accounts
 No non-institution accounts
 Must be made payable to “Georgia State University” or
“GSU”
 Not Departments
 Not Unit Heads
 Not University Officials
 Not Employees
Cash Receipting
 Checks Received Log
Check
Date
8/15/2010
8/16/2010
Check Received
Date
8/15/2010
8/21/2010
Check
Number
2367
1111
Remitter's
Name
Joe Panther
Mickey Mouse
Check
Amount
$2,373.00
$5.00
Cash Receipting
 Cash Registers
 Three Part, Pre-Numbered Receipt Books
 Cash



Original Receipt To Customer
Part Two Remains in Receipt Book
Part Three Accompanies Deposit Remittance
Form
Required Information on the Deposit Remittance
Form
1.
Enter the date the deposit is presented to the University Cashier in the top right block
labeled “Date Deposit/Closing Advance Made”.
2. Enter all information requested regarding Department Making Deposit. The department
name is required for processing the deposit. This is for tracking only, and no funds will be
distributed to this department unless indicated in the Distribution block.
3. Enter a brief description of the source of funds of the deposit in the second block.
4. Enter a total of any currency transmitted.
5. Enter a total of any coins transmitted.
6. Enter Cash Subtotal for Currency and Coin.
7. Enter the total amount of checks transmitted. Checks received must be detailed either on
the Deposit Remittance Form in the section labeled “List of Checks Deposited” or on a
separate Checks Received Log attached to the Deposit Remittance Form.
8. Enter the total of all cash and checks on the Total Deposit line.
9. Enter the SpeedChart and/or complete account distribution to which the funds are to be
deposited.
10. Distribute amount to be deposited to each SpeedChart and/or account distribution.
1. If there is no program, subclass, or project ID associated with the account
distribution, these blocks should be left blank.
11. Enter total of all account distributions on the Total Deposit line of the Distribution block.
This figure must equal the Total Deposit line in the Deposit Composition block.
HOW CAN WE REDUCE CASH
HANDLING RISK?
Ensure cash handling guidelines,
policies, and procedures are being
followed
2. Implement online
payment/receipting options for
checks and credit cards
1.
Presented by the
Georgia State University
Office of Revenue and
Receivable Services
Improvement Opportunity
 To build and operate a secure, web-based software
interface that allows the campus to build and manage
online shopping sites and online payment pages

Automated posting to General Ledger (Spectrum Plus)
 Connects buyers and sellers electronically, making it
easy for students, parents, alumni and the community to
do business with GSU
 Streamline the receipting of payments across campus
 Reduce the use of paper (GOING GREEN)
What is Marketplace?
TouchNet Marketplace provides a single, campuswide commerce framework for campus merchants
to create online storefronts and/or payment pages.
 – Universal Stores (uStore) sites

Create/manage online storefronts
 – Universal Payment (uPay) sites

Secure payment pages for existing campus applications
How is Marketplace being utilized
at GSU?
● Event/Conference Registration
● Parents’ Association Memberships
● University Housing Reservation
and Payments
● Magazine Subscriptions
● Contest Entry Fees
● Study Abroad Program Deposits
Online Donations
Marketplace Hierarchy
Chief Administrator – Revenue and Receivable Services (RRS)
Second Chief Administrator – Information Systems & Technology
(IS&T)
Administrator – CAO or VP Designee
Accountant – Assigned by the CAO or VP Designee
Merchant Manager – Assigned at the Department Level
Roles and Responsibilities
1.TouchNet Marketplace Chief Administrator (Revenue and Receivable Services)–
a.Coordinate with the college or VP area to gather data necessary to set up uPay site.
b.Gather information to provide to The Office of Accounting Services in order to have credit card merchant
accounts set up with the bank.
c.Set up detail codes in Banner to properly reflect transactions that will be posted to the General Ledger.
d.Coordinate the training for the departments on the functional aspects of TouchNet Marketplace.
e.Create Merchants in TouchNet Marketplace.
f.Assign the Administrator in TouchNet Marketplace.
2.TouchNet Marketplace Chief Administrator (Information Systems & Technology)a.Assist with coordination and setup of the uPay and uStore sites.
i.Create User Names and Passwords for Administrators.
ii.Manage settings that affect uStore sites.
b.Coordinate the training for departments on the technical aspects of TouchNet Marketplace.
3.TouchNet Marketplace Merchant Manager (Department)–
a.Assigns merchant settings.
b.Add uStores or uPay sites.
c.Assign Store Mangers, uPay Site Managers, etc.
d.Day to day operation of the uStore sites assigned to their department.
e.Process refunds to customer (user needs to be a ‘fulfiller with refund rights’)
4.Accountant (Department)a.Review of Merchant Reports in TouchNet Marketplace.
b.Review of credit card transactions in TouchNet Payment Gateway.
c.Reconciliation of TouchNet Payment Gateway against the General Ledger.
How Do You Get Started?
Request for Access
1) Access to TouchNet Marketplace for the receipt of online
credit card and e-check payments must be requested through
the College Administrative Officer (CAO), Vice-President (VP),
or his/her designee.
2) The process begins when TouchNet Marketplace Chief
Administrator in The Office of Revenue and Receivable
Services receives the completed REQUEST FOR ACCESS TO
TOUCHNET MARKETPLACE.
QUESTIONS?