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Policy and Procedure ManualChapter 330, Financial Management and Services Responsible Department: Accounting and Financial Services See Section 330-55, Departmental Cashiering Operations--Policy Overview. The following policies and procedures shall be implemented to the maximum degree practicable. When a policy or procedure is considered impracticable, written approval of a variance must be obtained from the Campus Cashier Coordinator and permanently maintained by the department. Individual accountability for cash must be maintained throughout all cashiering operations. A. All transfers of cash accountability shall be documented on a Cashiering Station Cash Accountability Transfer Receipt, Form D1619, Calcode 71461-247. B. For each transfer of cash, documentation of accountability must be maintained by type of cash (i.e., currency, checks, and other forms of payments). Separation of duties must be maintained when cash is received. No single person should have complete control. A. Tasks incompatible with cashiering (e.g., collection follow-up of accounts receivable, distribution of payroll or other checks) shall not be performed by cashiers. B. The person collecting cash, issuing cash receipts, and preparing the DaFIS Statement of Cash Collections shall be someone other than the person performing the monthly review of the DaFIS Transaction Log or DaFIS Transaction Listing by Account or the person maintaining accounts receivable records. (See Section 330-11.) C. Mail remittances should not be verified and processed by the same employee. III. Billing for Sales and Services Only departments with an approved recharge rate, business contract, or sales and service authorization are authorized to bill for sales and/or services. (This does not apply to billing for costs of responding to subpoenas as described in Section 320-30.) A. All requests for payment to the University must be recorded through either the Banner Student Information System (Banner) or the Davis Financial Information System (DaFIS). B. All documents requesting payments to the University must inform the payers that their checks must be made payable to The Regents of the University of California, or to UC Regents, and submitted directly to the Cashier's Office in person or by mail or approved electronic payment services. C. Billing departments are not authorized to accept payment for any established receivable. 1. In-person payers should be advised to take or mail the payment to the Cashier's Office. 2. Checks received through the mail in payment of a receivable must be restrictively endorsed for deposit only and mailed directly to the Cashier's Office. These checks should not be included on a Statement of Cash Collections. 3. Coin and currency received through the mail in payment of a receivable should be counted and documented (e.g., memo to file). The deposit must be either sent directly to the Cashier's Office via armored service or taken in person so a receipt of the coin and currency can be issued. These collections should not be included on a Statement of Cash Collections. IV. Cash Receiving and Recording A. Cash-handling staff should receive emergency training quarterly. This will include robbery and theft training as well as campuswide emergency operational planning. B. Immediately upon receipt, checks must be restrictively endorsed for deposit only. Official endorsement stamps are available through Internal Control. 1. An official endorsement stamp, or its mechanical equivalent, identifying the cashier and department must be provided to each cashier. 2. Checks received through the mail by departments that are subcashiering stations shall be restrictively endorsed for deposit only. Checks in payment of accounts receivable or received in error must be mailed directly to the Main Cashier's Office or the UCDMC Cashier's Office. C. An official UC cash receipt shall be recorded for each collection. A copy of the receipt shall be provided to payers making an in-person payment and to payers making currency and coin payments through the mail. Although receipts shall be produced for check payments received through the mail, the mailing of a receipt to the payer is only required when the payer has requested a receipt. Admission tickets sold at an event site constitute a receipt (see Section 270-45). D. Collections by a cashiering station must be recorded upon receipt. All other checks must be included in a Statement of Cash Collections in accordance with Section 330-58. E. Under no circumstances shall checks be routed to other offices to obtain recording information. When the proper account(s) to which a check should be credited cannot be readily determined, the check shall be sent to the Main Cashier's Office. A "Cash Received Undistributed" recording will be made and a copy of the check (in lieu of the check) will be distributed to appropriate offices for reference to determine the account distribution. F. Reductions of recorded cash accountability, e.g., voids and refunds, must be supported by all copies of the document involved, explained, and approved in writing by the cashier's supervisor at the time of occurrence where practical, but no later than the end of the day, preferably with the cashier present. G. A collection not recorded on cash register or point of sale equipment must be recorded on an official Cash Receipt for Departmental Sales, Form D-14 (Calcode 71461-137 for campus departments or 71463-727 for UCDHS departments). 1. The receipts should be used sequentially. 2. The form must include a statement that the form is recognized as a receipt only after validation by cashier’s or cash handling employee's initials or signature, or by validation stamp to identify the cashier or cash handling employee recording the transaction. 3. Cashier/cash-handling employee must sign or initial the receipt. 4. All voided receipts must be retained (i.e., not given to the customer). V. Checks Drawn on Foreign Banks A. Department literature should state that international checks either be drawn in United States currency on a United States bank (U.S. funds only) or drawn in the same currency where the check is drawn (e.g., Canadian dollars on a Canadian bank). B. To deposit a check not drawn in United States currency or where the currency and the country where the check is drawn are not the same (e.g., U.S. currency on a Canadian bank), contact the Main Cashier's Office (530-752-4581) for instructions. The Main Cashier's Office will either convert the check to U.S. currency or send the check to a depository bank for collection. A. Personal checks made payable to The Regents of the University of California or to the UC Regents, and University checks payable to an individual, may be accepted in exchange for cash. Personal check-cashing service is authorized only at the Main Cashier's Office, the UCDMC Cashier's Office, and subcashiering stations that have been approved by the Campus Cashier Coordinator. The UCD personal check-cashing service fee shall be collected for each personal check cashed. B. Employees of a cashiering station must not cash checks for themselves or for other members of the cashiering station's staff. C. Cashiers must not cash collection checks for each other to make change. Such changemaking must be handled by the custodian of the reserve change fund. D. A check-cashing stamp must be applied to all checks cashed, including those partially cashed (e.g., change given back). The date, the amount of cash paid out, the signature of the person receiving the cash, and the cashier's initials or some electronically assigned identifier shall be entered on the check-cashing stamp. E. Students presenting checks to be cashed must present their current photo identification registration card. Other individuals must present two forms of identification, one of which is a photo identification such as a driver's license or Department of Motor Vehicles identification card. The cashier must compare the photo with the person presenting the check. The identification type, number, and expiration date must be entered on the check. A. All cash must be physically protected from loss at all times. B. See Section 330-59 for requirements for storing cash and cash equivalents. A. Known or suspected misappropriations or misuse shall be reported immediately to the Provost & Executive Vice Chancellor as described in Section 330-95 or 380-17. B. All other losses, including thefts, robberies, and burglaries, as well as any attempts, shall be reported immediately to the UCD Police Department and other departments as described in Section 350-85. Copyright © 2006 The Regents of the
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