Handbook of Business Procedures
April 25, 2005
June 11, 2009
Only authorized departmental representatives transport deposits. Department heads authorize representatives according to department policy. Departments prepare daily cash reconciliation reports. A consolidated cash report is prepared by someone other than the preparer of the daily cash reconciliation reports.
Deposits should be made daily if they are equal to or greater than $500. Deposits should be made at least weekly even if the accumulated total is less than $500.
Deposits containing cash must be made in person at the Cashier's Office by a departmental representative. A locked bag must be used, and a receipt must be obtained. At the time the bag is opened and counted, a departmental representative must be present to verify the count. A receipt for the deposit (VC1 document) will be given to the departmental representative.
If a deposit or combined deposits contain more than $5,000 cash, you must have a UT police escort. For cash amounts under $5,000 a departmental/center supervisor or other employee may accompany the courier if the department chooses.
Campus mail may be used if the deposit does not contain cash and is less than $100. Departments depositing by campus mail must retain a list of checks in the deposit by name, number, and amount.
U.S. mail may be used for deposits from off-campus activities if the deposit does not contain cash. Departments depositing by U.S. mail must retain a list of checks in the deposit by name, number, and amount.