satellite cashiering cash handling guidelines departments outside the accounting office, who handle cash receipts as part of their norm
Satellite Cashiering
Cash Handling Guidelines
Departments outside the Accounting Office, who handle cash receipts as
part of their normal activity, must be authorized as a satellite
Cashier location. Please visit Cashiering Forms, for instructions and
to complete an authorization form.
The following are required maintenance for Satellite Cashier
locations:
Cash Management
*
Accountability and security must be maintained at all times
*
Petty Cash funds may only be used to reimburse for allowable
purchases made within Campus guidelines
(http://www.csub.edu/BAS/fiscal/accounting/documents/pettyCash_instr.pdf)
*
Any employee providing cash collection service will sign for cash
received at the beginning of each day.
*
No more than one employee at anytime can assume responsibility for
a cash box.
*
If a cash box will be shared by more than one individual and the
immediate supervisor must keep a written transfer of
accountability.
*
Each cash box must be balanced on a daily basis when in use.
*
Receipts or a logbook must be totaled for all collections for the
day and balanced to cash in the cash box minus the beginning cash
balance.
*
Cash must be secured in a locker drawer during normal working
hours and in a safe during non-working hours.
*
Individuals, who make a payment in person, must be issued a pre
numbered receipt and a duplicate copy of the receipt should be
maintained by the issuer.
*
Cash will be jointly verified between the Accounting Office
cashier and the department representative.
*
SECURITY-ANY DISCREPANCY OF MONIES IN EXCESS OF $5.00, THROUGH
THEFT, ROBBERY, OR MISHANDLING MUST BE REPORTED TO THE CASHIER’S
OFFICE (654-3222) AS SOON AS REASONABLY POSSIBLE. IF INCIDENT
OCCURS DURING NON-BUSINESS HOURS PLEASE EMAIL [email protected] AND
[email protected] IMMEDIATELY.
Safe Access
*
No more than four (4) employees can have access to the
combination.
*
The combination must be changed in the event that an employee
separates from the campus, moves to another department or no
longer requires the combination to perform his or her duties, or a
minimum of annually.
*
A log must be kept which records:
1.
The date of the last combination changed.
2.
The names of the individual who has access to the combination.
(The accounting office will certify the log quarterly)
*
The safe should be securely anchored to the building or
foundation.
Deposits
*
Deposit must be kept in a secure location throughout the day, such
as a safe or vault.
*
Deposits must be made to the central Accounting Office cashier
within five(5) working days of their receipt or within one(1)
working day of when the total monies collected exceeds $500,
whichever occur first.
*
Deposits must be transported to the main cashier in a lockable
bag. Cash (currency) over $2,000 must be transported to the main
cashier/bank via two people, a courier or armored car service.
*
When deposits are made to the central cashier, a Satellite
Cashiering Collection Sheet is required. This form and
instructions can be found online at Cashiering Forms. Fill in all
required information, sign and bring two copies to the central
cashier window.
*
All checks received must be endorsed “For Deposit only” at the
time of receipt. “For Deposit Only” stamps may be obtained through
the Accounting Office.
*
Discrepancies and failure to comply with the rules and regulations
will result in the loss of satellite cashiering privileges.
The State Administration Manuel (SAM) requires periodic unscheduled
audits be performed by the Chief Fiscal Officer or his/ her designee
to ensure compliance with State and campus procedures for cash
collections. Campus personnel will routinely perform these audits
without notice to the department.
If you have any questions regarding the above, please contact the
Cashiering Office at extension 3222.
Revised 02-18-11 KH