This amount must match the total of 1.) The opening balance plus 2.) Sales during day from POS or other system record minus 3.) Noncash sales: minus 4) Amount of any cash pickups completed during the day. Closing the Register or Cash Drawer: Indicate the amount of cash in the drawer at the time of closing. A three-part pre-numbered receipt or an approved point-of-sale/cashiering system must be generated and given to customers for all cash sales.ģ. Change exchanged between cashier and safe must have dual control and both parties must complete change request form. A POS System may be able to record these pickups.Ģ. A receipt ( Exhibit B Chain of Custody Form) must be given to the teller at the time of transfer for use in day end reconciliation. Cash counts must be done by both the teller and the person picking up the cash. Excess funds, as determined by the campus CFO, must be brought to a secure area within the facility. Cash pickups during the day: Dependent on the volume of cash in the register, cash collections may be done during business hours to reduce register balances. This must be confirmed in the presence of a 2nd person and documented both with the names written and signatures/initials of each person.ġ. Opening the Registers: Verify the starting balance of cash is that of standard practice of the location. When these controls are not able to be in place two people should be present when possible, during use of cash drawer.Īt all times when cash is counted, two people must confirm that the amount of cash as described below. Locations accepting cash without these controls in place must obtain prior written approval from the campus CFO or their qualified financial designee. For high volume locations, cash registers with locking drawers and POS Systems should be used in lieu of cash boxes/change drawers when possible and should be in view of a camera. Locations that accept cash should have a secure area to receive and process funds. Campus CFOs should evaluate the maximum amount of cash at hand at any given point during events and activities. However, these local procedures may not be any less restrictive than what is in this University System Cash Receipts Procedure.Ĭontrol Point: Campuses must provide list of areas accepting cash/coin/checks to Treasury to include in a database once a year and as changes are made. These departments (or locations) are required to safely store, properly record, and promptly deposit all cash items into an approved USNH (UNH, USNH, KSC, PSU or GSC) bank account(s) in accordance with applicable USNH or campus policies and procedures.Ĭampus locations may, and are encouraged to, create more detailed procedures that meet their unique circumstance. Treasury will keep a record of these locations (Exhibit A Departments Authorized to Accept Cash/Coin/Check) and indicate if they are a Central Designated Location. an e-mail) by one of the following: Campus CFO or designee(s). Any cash and/or other item collection department (or location) must be approved in writing (i.e. If there is a question about a particular check, the Cash Management Office in the Office of Treasury Management maintains check images in a secure location.There are a limited number of departments (or locations) at USNH that are authorized to accept cash and/or other items. Check copies should not be maintained by local units for reconciliation or other purposes. Accordingly, it is best practice to maintain checks in a secure location for a limited amount of time prior to deposit. Checks and check copies are High Risk Confidential Information (HRCI) under the University’s Enterprise Information Security Policy since they contain name and bank account information. Cash and check receipts are subject to misappropriation if not adequately controlled.
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