Transcript Cash Handling Policies & Procedures

Cash Handling
Policies & Procedures
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Types of Cash Funds
Change Fund
Temporary Change Fund
Petty Cash Fund
Temporary Cash Fund
Note: Visit the University Administrative Manual for detailed
policies and procedures.
http://www.unr.edu/vpaf/business_finance/forms/uam.pdf
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Definitions
Change Funds:
An amount of cash held by a department or office
and used to give change to customers when
they are paying for goods or services
Temporary Change Funds:
A Cash fund maintained for a specific short term
event used to make change to a customer
upon receipt of cash that exceeds the cost of
the product or service
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Definitions
Petty cash fund:
An amount of cash held by a department or
office to pay for small incidental expenses on
behalf of the university. This fund is to be used
when the university purchasing card is not
accepted or not available.
Temporary Cash Fund:
A small cash fund established to make small
dollar cash payments to participants in studies
approved by the university.
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Definitions
Imprest Basis: Each fund will be maintained on an imprest
basis, which means the cash in the fund and the
receipts/documentation of expenditures made from the
fund must always add to the total fund amount.
Custodian: The custodian must be a faculty or staff
member and is ultimately responsible for the fund.
Reimbursements: Reimbursements to the fund are made
when the custodian completes and submits the Petty
Cash Reimbursement Voucher with supporting
documentation to Accounts Payable (AP).
Reimbursements are scheduled as needed, but made at
least quarterly and within the same fiscal year as the
expenses occurred.
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Security and Accountability
The custodian must secure the funds in a locked cash box
placed in a secured file cabinet or desk. The custodian
will maintain only 1 set of keys and reconcile the cash
fund on a weekly basis.
Locks or combinations to safes or alarmed areas must be
changed whenever an employee having access to the
safe or alarmed area leaves the office’s employment.
If the fund is lost or stolen, notify the Controller’s Office
immediately and file a police report. Send a copy of the
police report to the Controller’s Office.
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Security and Accountability
The Controller’s Office will contact the custodian in May or
June of each year to verify the fund balance and determine
the on-going necessity of the fund. Ask yourself, do you
really need a petty cash or temporary cash fund????
When the fund is no longer needed the funds should be
returned to the Cashier’s Office for deposit into 1299-0005,
the central university petty cash/change fund account.
The Controller, NSHE Internal Audit or UNR campus auditors
may make a surprise cash count of the fund to assure the
fund is intact and balanced.
If there is a change to the custodian of the fund, the
Controller’s Office must be notified by the custodian’s
supervisor.
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Establishing a Cash Fund
A Dean/VP may request the establishment of any
of the cash fund types
Funds may be requested by sending a memo
and completed Request for Payment form
(leave the account number blank) to the
Controller.
The memo must designate the custodian,
purpose and location of the fund including a
description of how the funds will be secured.
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Establishing a Cash Fund
If approved, a check will be issued in the
name of the custodian from the central
university petty cash/change fund account.
The custodian will be the authorized signer on
the fund.
Cash funds must be formally requested and
may not be independently created by
withholding cash from a deposit.
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UNR Petty Cash Fund
Limits:
 Reno Campus - $100.00
 All Other Areas - $250.00
(Exceptions to the above limits may be
approved on an individual basis. Written
justification for the increase should be
submitted to the VP or Dean for their approval
then forwarded to the Controller for final
approval.)
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Maintaining the Petty Cash
The petty cash fund should be reimbursed at
least quarterly and must be reimbursed at the
end of each fiscal year.
The custodian is responsible for coding the petty
cash disbursements on the “Petty Cash
Reimbursement Voucher”. This form is
available in the forms directory at
http://www.unr.edu/vpaf/controller/accountspayable/petty-cash.html
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Maintaining the Petty Cash
It is the responsibility of the custodian to coordinate
with the account manager any charges to the
manager’s account and to obtain proper
signature for accounts being charged.
Because the reimbursement check is made payable
to the custodian, the custodian’s direct supervisor
(or higher) is required to approve the petty cash
reimbursement voucher.
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UNR Petty Cash - Authorized
Transactions or Purchases
The following lists authorized purchases from a petty cash
fund only if the vendor does not accept the university
purchasing card:
 Miscellaneous postage, postage due, package mailing,
and PO box rental
 Freight bills, either in or out
 City/County dumping fees
 Misc. supplies, services, or repairs. Services or repairs
are NOT allowed if the vendor is doing business under
a social security number. The vendor would be an
independent contractor.
 Emergency purchases
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UNR Petty Cash - Unauthorized
Transactions or Purchases
The following transactions are prohibited:
 Cashing personal checks for the convenience of the
employees or students.
 Short-term loans.
 Purchase of new equipment.
 Purchase of radioactive or other hazardous materials.
 Travel claims or advances.
 Any purchases where normal university procurement
procedures are available (PO Request, Request for
Payment or Purchasing Card)
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Temporary Cash Fund
For projects where the funds are disbursed
all at once or over a short period, the
custodian must submit to AP the Petty
Cash Reimbursement Voucher which lists
the names of the participants paid, the
amount of cash distributed and the
account number to be charged at the end
of the project.
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Temporary Cash Fund
For projects with participant payment that
cover multiple cycles or occur over an
extended period of time, cash should be
requested only in the amount needed for
each cycle.
The reimbursements are to be scheduled as
needed, but must be made at least quarterly
and within the same fiscal year as the
expenses occurred.
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Temporary Cash Fund
Any remaining cash at the end of the project
needs to be returned to the Cashier’s Office
for deposit into account 1299-0005.
The fund must only be used for the purpose
the Dean or VP requested and approved by
the Controller. These funds may not be
used to make purchases for the department
or project.
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Change Fund
Change funds must be formally requested and
may not be independently created by
withholding cash from deposits.
Change funds must be maintained at a
constant balance with revenues collected
from sales deposited as required by the
cash handling policy.
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Change Fund
In order to maintain the fund at a constant balance, all
over and shorts must be recorded using the
appropriate revenue and sub-revenue code and
must reference the responsible person. This can be
accomplished with the Petty Cash Reimbursement
Voucher located at
http://www.unr.edu/vpaf/controller/accountspayable/petty_cash_2007.pdf
All funds received must be deposited promptly with the
Cashier’s Office.
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Temporary Change Fund
Temporary change funds may be requested for
special, one time events for which change is
needed.
The request must have the date the fund is to be
returned.
These funds should be closed out as soon as
they are no longer needed and should be
delivered to the Cashier’s Office for deposit
into 1299-0005.
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Deposits of Cash Receipts
All funds from whatever source for which the
university or university-related entity is responsible
are to be deposited on a timely basis with the
Cashier’s Office or with the UNR Foundation
Accounting Office. The following are requirements
and restrictions:
 All funds received must be deposited with the Cashier’s
Office or with the UNR Foundation.
 Receipts in excess of $250 must be deposited within 24
hours of receipt.
 Lesser amounts must be deposited within 72 hours of
receipt.
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Deposits of Cash Receipts
Pre-numbered receipts must be issued by the collecting
department for all cash/checks received which are not
subject to a cash register, ticket sale, or other appropriate
control.
Checks should NOT be accepted in amounts in excess of the
purchase or original transaction.
Under NO circumstance shall any member of the faculty, staff
or student body realize personal gain through the handling
of such funds.
Deposits received in the Cashier’s Office or UNR Foundation,
must be counted & receipted in the presence of the courier.
Under NO circumstance are funds to be left uncounted.
Funds left uncounted will NOT be receipted and credited to
the department’s revenue account until a representative is
present to witness the count.
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Deposits of Cash Receipts
Departments with substantial cash receipts will be required to
write up their own bank deposits. The deposits will be
delivered to the Cashier’s Office or picked up for delivery to
the bank by armored car service at the departments
expense. Instructions for preparing deposits and how to
obtain cash bags or tamper proof plastic bags will be
provided by the Cashier’s Office.
Cash may be secured overnight or during the weekend by
delivering funds in sealed bags to the Cashier’s Office
during normal business hours. Deposits of cash from other
than local Reno departments may be directly deposited into
Bank of America. Arrangements for these actions must be
made through the Cashier’s Office where written
instructions and deposit slips for these procedures are
available.
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Deposits of Cash Receipts
Cash collected during weekend or holiday events
must be secured in a safe until the cash can be
delivered to the Cashier’s Office or picked up by
armored car service .
Cash security questions should be addressed with
the Controller.
In NO event should cash or coin be sent through
campus mail for deposit. Checks sent through
campus mail must be endorsed on the back using
a university endorsement stamp obtained from the
Cashier’s office.
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Deposits of Cash Receipts
Neither the Cashier’s Office or UNR Foundation
will assume responsibility for funds NOT
handled in accordance with these procedures.
NO bank accounts or investment accounts other
than those specifically approved by the Board
of Regents are allowable for the university or
any university-related entity.
Transport of cash in the amount of $1,000 or
more must be performed by two employees.
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Deposits of Cash Receipts
Supporting documentation for cash receipts are
subject to the records retention schedule, (6 prior
fiscal years plus current fiscal year). Cash
receipts documentation is comprised of relevant
evidence supporting the amount and type of
receipt. Supporting documentation consists of
sales reports, receipt books, cash register tapes,
close-out sheets and duplicate deposit slips.
For departments with multiple cashiers the cash
drawer must be reconciled at the end of each
shift or whenever the cashier changes. The
reconciled deposit for each cashier must be
sealed in a tamper proof bag for deposit.
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Payment Card Industry Data
Security Standard (PCI DSS)
Visa, MasterCard and Discover have created the
PCI DSS Council to manage a common set of
data security standards for merchants that
accept payment via credit cards. All entities
that store, transmit, or process credit card data
are required to adhere to these standards. The
university and all of its departments that
process credit card transactions must comply
with these standards prior to August 2009.
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Accepting Credit Cards
If a department decides they would like to
accept credit cards, the department first
contacts Cindy Erskine in the Controllers
Office at 784-1453.
Cindy will then ask the department to
email the Controller asking permission
to accept credit cards.
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Accepting Credit Cards
The email to the controller should include the following:
 Department contact person responsible for the credit card
account and phone number.
 Address: 1661 N. Virginia Street Mail Stop ______ Reno,
NV 89557.
 Approximate annual Visa/Mastercard amount.
 Average ticket amount – estimate of batch or daily deposit.
 Customer Service Phone Number. This number will
appear on the cardholder’s credit card statement.
 The name for the credit card account. Keep in mind this is
the description that will show on your customers credit
card statement to identify the charge. It may be up to 25
characters (including spaces) and should begin with UNR.
 UNR department account number to charge the bank
discount fees and cost of the credit card machine.
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Accepting Credit Cards
The Controller will email Wells Fargo (with a copy to
Cindy Erskine, and the department contact) to
approve a new university account to be set up.
Once the department receives the Controller’s email
to the bank, the department may then contact
Wells Fargo directly to get equipment and web
processing information.
The bank will also supply set up costs and answer
any other technical question the department may
have.
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Accepting Credit Cards
After the bank sets up the account, they will email
Cindy and the department with the new account
number. (Note: Cindy will automatically set up American
Express and Discover accounts, as well as Wells Fargo
Visa/Mastercard unless instructed differently.)
Cindy will send the department a sample balance
sheet form to modify for their department
This form must be completed after closing the batch
or machine daily. Send the completed form to the
Cashier’s Office with the account number to be
credited. This is how the credit card transactions are recorded
into your account.
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Sample – Credit Card Balance Sheet
University of Nevada Reno – Credit Card Balance Sheet
Department Name
Name of preparer / preparers phone # / MS #
Date:
_______________
Batch Date: _______________
Batch #:
_______________
Visa / MC Amount: _______________________
Discover Amount: _______________________
AMEX Amount:
_______________________
Grand Total:
______________________
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Accepting Credit Cards
Monthly, the Controller’s Office will prepare a
Journal Voucher (JV), to charge all
departments for their discount fees. This
JV will show each credit card type and
discount fee separately. The JV will be
processed as a JV upload with a number
beginning with 1AT.
Statements will be sent to the department
contact monthly.
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Questions?
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THE END
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