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Cash Handling Procedures: Difference between revisions
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[[General Accounting]] | [[SBIR/STTR Program Participation]] | [[Supplemental Compensation Plan]] | [[Facilities Management/Planning]] | [[Purchasing]] | [[Public Affairs]] | [[Facility Identification]] | [[Serving Alcoholic Beverages]] | [[Travel and Reimbursement]] | [[State Vehicles]] | [[Reproducing Copyrighted Materials]] | [[Credit Card Processing]] | [[Student Training Agreement]] | [[Non-faculty Volunteers]] | [[Cash Handling]] | [[Fraud]] | [[Assigning Research Lab Space]] | [[Public Research Lab Space]] | [[International Health Education]] | [[Faculty Personnel Records]] | [[Cellular Phone]] | [[Off-campus Graphic Design and Related Printing]] | [[Off-campus Photography]] | [[Tax Exempt Financing and Tracking of Both Qualified Use and Non-Qualified Use of Research Space]] | [[Secondary Logos]] | [[Social Media]] | [[General Accounting]] | [[SBIR/STTR Program Participation]] | [[Supplemental Compensation Plan]] | [[Facilities Management/Planning]] | [[Purchasing]] | [[Public Affairs]] | [[Facility Identification]] | [[Serving Alcoholic Beverages]] | [[Travel and Reimbursement]] | [[State Vehicles]] | [[Reproducing Copyrighted Materials]] | [[Credit Card Processing]] | [[Student Training Agreement]] | [[Non-faculty Volunteers]] | [[Cash Handling]] | [[Fraud]] | [[Assigning Research Lab Space]] | [[Public Research Lab Space]] | [[International Health Education]] | [[Faculty Personnel Records]] | [[Cellular Phone]] | [[Off-campus Graphic Design and Related Printing]] | [[Off-campus Photography]] | [[Tax Exempt Financing and Tracking of Both Qualified Use and Non-Qualified Use of Research Space]] | [[Secondary Logos]] | [[Social Media]] | ||
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'''Cash Handling Procedures''' | <br /> | ||
<big>'''Cash Handling Procedures'''</big> | |||
==Basis for Procedure== | ==Basis for Procedure== | ||
Any campus unit receiving cash or checks related to any grant, contract, donation, will or trust must submit these receipts to Sponsored Programs Accounting accompanied by a Grants/Contracts/Donations Deposit Form in order to provide the information necessary to ensure appropriate identification of funds in accordance with established [http://info.unmc.edu/dept/spaccounting/index.cfm?conref=12 procedures]. <br /> | Any campus unit receiving cash or checks related to any grant, contract, donation, will or trust must submit these receipts to Sponsored Programs Accounting accompanied by a [http://info.unmc.edu/media/cashiering/UNMC%20WBS%20Deposit%20Form.pdf Grants/Contracts/Donations Deposit Form] in order to provide the information necessary to ensure appropriate identification of funds in accordance with established [http://info.unmc.edu/dept/spaccounting/index.cfm?conref=12 procedures]. <br /> | ||
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'''All other cash receipts should be processed in accordance with the following recordkeeping and deposit procedures:''' | '''All other cash receipts should be processed in accordance with the following recordkeeping and deposit procedures:''' | ||
==Departments Not on UNMC Cashier | ==Departments Not on UNMC Cashier Brain System== | ||
*General Accounting will issue blank pre-numbered receipt slips to UNMC departments. The department copy of the receipt slip will be maintained by the departments for a minimum of three years. | *General Accounting will issue blank pre-numbered receipt slips to UNMC departments. The department copy of the receipt slip will be maintained by the departments for a minimum of three years. | ||
*Responsibility for safeguarding the receipt slips issued to a department is assigned to the cashier for that department. | *Responsibility for safeguarding the receipt slips issued to a department is assigned to the cashier for that department. | ||
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*No changes or corrections should be made to the figures in the amount column on the receipt slips. If an error is made, the receipt slip must be voided. | *No changes or corrections should be made to the figures in the amount column on the receipt slips. If an error is made, the receipt slip must be voided. | ||
*All copies of voided receipts, except the department’s file copy, must be retained with the department’s copy of the receipt slips for a minimum of three years. | *All copies of voided receipts, except the department’s file copy, must be retained with the department’s copy of the receipt slips for a minimum of three years. | ||
*As the deposit is prepared, the department will account for the numerical sequence of the receipt slips. If any receipt slips are missing from the numerical sequence, the department cashier will document an explanation and will notify the [ | *As the deposit is prepared, the department will account for the numerical sequence of the receipt slips. If any receipt slips are missing from the numerical sequence, the department cashier will document an explanation and will notify the [mailto:ckirchner@unmc.edu Controller] of any unexplained missing receipt slips. The Controller will investigate and determine what corrective action should be taken. | ||
==Departments on UNMC Cashier | ==Departments on UNMC Cashier Brain System== | ||
*Add all cash and coin in cash drawer to make sure the money balances to the established drawer amount. The total cash and coin should be equivalent to the amount on the Cashier Remittance screen. If the daily deposits in cash exceed the drawer limit, remove the overage amount from the drawer and submit it with the daily remittance report. | *Add all cash and coin in cash drawer to make sure the money balances to the established drawer amount. The total cash and coin should be equivalent to the amount on the Cashier Remittance screen. If the daily deposits in cash exceed the drawer limit, remove the overage amount from the drawer and submit it along with a completed cash overage requisition form and the daily remittance report. | ||
*If checks have been receipted, make sure that each check is properly endorsed. Prior to submitting the checks with the daily remittance report, prepare a calculator tape to display your total amount of check deposits. The tape should be equivalent to the amount in the CHECK field on the Cashier Remittance screen. Submit the checks and check tape with the daily remittance report. | *If checks have been receipted, make sure that each check is properly endorsed. Prior to submitting the checks with the daily remittance report, prepare a calculator tape to display your total amount of check deposits. The tape should be equivalent to the amount in the CHECK field on the Cashier Remittance screen. Submit the checks and check tape with the daily remittance report. | ||
*If credit cards have been receipted, submit the white copy of the credit card receipt and the transmittal batch with the daily remittance. The transmittal batch total should be equivalent to the amount in the | *If credit cards have been receipted, submit the white copy of the credit card receipt and the transmittal batch with the daily remittance. The transmittal batch total should be equivalent to the amount in the CREDIT CARD fields on the Cash Remittance screen. | ||
*If refunds have been issued, each refund must have proper documentation of why the refund was issued. Refunds must be properly endorsed by the appropriate authorities. Each refund must contain the cost center number and G/L account number from which the refund is to be issued. Once all refunds have been receipted in | *If refunds have been issued, each refund must have proper documentation of why the refund was issued. Refunds must be properly endorsed by the appropriate authorities. Each refund must contain the cost center number and G/L account number from which the refund is to be issued. Once all refunds have been receipted in Brain, staple the receipt to the front of each refund. Prior to submitting the refunds with the daily remittance report, prepare a calculator tape to display the total amount of refunds issued. The tape should be equivalent to the amount in the REFUNDS field on the Remittance Report screen. | ||
*All cash, checks, credit cards, and refunds should be reviewed again to ensure that the amounts are correct and equivalent to what is displayed in each appropriate field | *All cash, checks, credit cards, and refunds should be reviewed again to ensure that the amounts are correct and equivalent to what is displayed in each appropriate field in Brain. | ||
*After the drawer has been balanced and closed in | *After the drawer has been balanced and closed in Brain, print the daily remittance report and the daily receipt report. Sign on the appropriate line and submit the daily remittance report, daily receipt report, cash, checks, credit cards, and refunds to the Finance Cashier Office. | ||
==Income Collections== | ==Income Collections== | ||
*The departmental cashier will balance and account for all monies, prepare and sign the Cash Remittance Report, and retain a copy of the form for the department’s files for a minimum of three years. | *The departmental cashier will balance and account for all monies, prepare and sign the Cash Remittance Report, and retain a copy of the form for the department’s files for a minimum of three years. | ||
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===Petty Cash Vouchers=== | ===Petty Cash Vouchers=== | ||
*A petty cash voucher must be prepared in ink for each expenditure and supported by a receipt or other proof of payment. | *A petty cash voucher must be prepared in ink for each expenditure and supported by a receipt or other proof of payment. | ||
*Petty cash vouchers must be | *Petty cash vouchers must be signed or approved by a responsible employee who has no direct access to the cash. | ||
===Petty Cash Fund Reimbursement=== | ===Petty Cash Fund Reimbursement=== | ||
*Petty cash funds should be reimbursed when the department determines that the remaining petty cash is not adequate for day-to-day operations. At a minimum, petty cash vouchers should be reimbursed every three months. To reimburse petty cash funds, the department should send the petty cash voucher(s), related proof of expenditure(s), and a list of desired reimbursement currency denominations to the Finance and Business Services Secretary (zip code 5060). | *Petty cash funds should be reimbursed when the department determines that the remaining petty cash is not adequate for day-to-day operations. At a minimum, petty cash vouchers should be reimbursed every three months. To reimburse petty cash funds, the department should send the petty cash voucher(s), related proof of expenditure(s), and a list of desired reimbursement currency denominations to the Finance and Business Services Secretary (zip code 5060). | ||
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==Change Funds== | ==Change Funds== | ||
===Change Fund Replenishment (Fund Shortages)=== | ===Change Fund Replenishment (Fund Shortages)=== | ||
*Change funds will need replenishment only if part or all of the fund has been stolen or if incorrect change has been given, leaving the change fund short of the authorized amount. If funds have been stolen, the department should | *Change funds will need replenishment only if part or all of the fund has been stolen or if incorrect change has been given, leaving the change fund short of the authorized amount. If funds have been stolen, the department should: | ||
:*File a report with UNMC Security | :*File a report with UNMC Security. | ||
:*Retain a copy of the security report for their records | :*Retain a copy of the security report for their records. | ||
:*Send a copy of the security report along with a | :*Send a copy of the security report along with a Cash Shortage/Overage Requisition form. Address the reports to the Finance Cashier Office, who will then follow up with the Controller. The department company center number should be noted in the replenishment request so the replenishment can be charged to the proper cost center. | ||
After the paperwork is reviewed by the Controller, the Finance Cashier Office will contact the Department to work in replenishing the change fund as needed. | |||
===Change Fund Overages=== | ===Change Fund Overages=== | ||
*When change funds are found to be in excess of their authorized amount, the overage should be | *When change funds are found to be in excess of their authorized amount, the overage should be removed from the daily cash receipts deposit and forwarded to the Finance Cashier Office along with a completed cash overage requisition form. | ||
==Eliminating or Reducing Cash Funds== | ==Eliminating or Reducing Cash Funds== | ||
*If it is determined that the cash fund is no longer needed or that the amount of the cash fund is excessive, the department should return all or part of the cash fund to the Finance Cashier Office. The Finance Cashier Office will issue a receipt to the department for the cash received. | *If it is determined that the cash fund is no longer needed or that the amount of the cash fund is excessive, the department should return all or part of the cash fund to the Finance Cashier Office. The Finance Cashier Office will issue a receipt to the department for the cash received. | ||
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For additional information, see the[[Cash_Handling | Cash Handling Policy]]. | For additional information, see the[[Cash_Handling | Cash Handling Policy]]. | ||