The Cash Office has the primary responsibility to collect all cash receipts on behalf of the university and to deposit all funds on a timely basis in accordance with state guidelines and policies. The Cash Office is also responsible for providing guidance and assistance to departments that collect cash receipts at other locations. Departments collecting cash receipts on behalf of the university are responsible for complying with all aspects of this policy. This includes obtaining advance written approval to collect cash receipts, maintaining internal controls and written procedures surrounding the collection, deposit and reconciliation of cash receipts, and permitting audits of cash receipts operations and procedures on request. The Assistant Vice President and Controller is responsible for administering this policy, overseeing the Cash Office operations and procedures, and for granting and rescinding authority for individual departments to collect cash receipts on behalf of the university.
Additional approval is required for departments wishing to process credit card receipts.
B. Cash Control Logs and Receipts A pre-numbered receipt or cash register receipt should be issued to the payer for all cash and checks received in person. Checks received through the mail should be recorded in a log and, where possible, opened in the presence of co-workers. Checks must be restrictively endorsed immediately upon receipt. All cash receipts must be kept in a secure location. Lockable cash boxes, desk drawers, file cabinets, and safes all provide varying degrees of security.