Transcript Petty Cash Custodian Annual Training Department of Medicine Peggy Weix, Business and Audit Analyst Suzanne Sutton, Controller and Director of Research Administration October 28, 2011

Petty Cash
Custodian Annual
Training
Department of Medicine
Peggy Weix, Business and Audit
Analyst
Suzanne Sutton, Controller and
Director of Research Administration
October 28, 2011
Introduction
Department
of Medicine
• Overview
• Review Policy 300-32: Petty Cash Funds
Procedures
• Found under Cash Handling and Deposits at:
http://controller.ucsf.edu/
• UC Business and Finance Bulletin, Policy for Cash
and Cash Equivalents Received (BUS 49)
• Internal auditing
2
Petty Cash
Department
of Medicine
•
Key Components of Petty Cash
•
Petty Cash Funds
•
The role of a Petty Cash Custodian
3
Controller’s Office
Department
of Medicine
• Role of Controller
• Problems and ramifications
4
Nuts and Bolts
Department
of Medicine
• Procedure
• Dos and Don’ts
• Common errors
• Auditing
• References & resources
5
Petty Cash Procedures
Department
of Medicine
• Set-up
• Change of custodian
• Termination
• Replenishment
Forms located under Cash Handling and Deposits at
http://controller.ucsf.edu/
6
Replenishment Request Routing
Department
of Medicine
7
Petty Cash – Dos
Department
of Medicine
• Access
• Location and security
• Appropriate petty cash uses
8
Petty Cash – Don’ts
Department
of Medicine
• Inappropriate petty cash uses
• Transaction limits
• Bank accounts
• Gift cards
• Social Security numbers on receipts
9
Common Errors
Department
of Medicine
• Incorrect NCA on replenishment requests
• Missing approvals on Cash Action Form
• White-out
• Copies of receipts
• Replenishment addressed to wrong department
• Calculation errors
• Unsigned receipts
10
Auditing
Department
of Medicine
• Cash counting
• Physical location
• Access issues
• Audit verification letters
11
Where’s the Help?
Department
of Medicine
• UC Learning Center Training
– Online Course
– Live Petty Cash Custodian Training Workshop
• Manual and forms available at
http://controller.ucsf.edu/
• Cash Handling and Deposits contacts at
http://controller.ucsf.edu/
– Look for the appropriate contact
– Review the Cash & Controls Org Chart
• Department of Medicine
– Peggy Weix, [email protected]
– Suzanne Sutton, [email protected]
12