Part 6. Cash Handling
Issued by: Office of Accounting
Date Issued: April 20, 2005
Approved By: B. Gutierrez, Assoc. VP & Controller

Part 6. CASH HANDLING
Table of Contents

6.1 Cash Handling Introduction and Resources

1. Introduction
2. General Internal Controls
3. Security
   1. Escorts for Cash Deliveries
   2. Cash Processing and Storage
   3. Transfer of Funds
   4. Robbery Prevention
4. Documentation File
5. Supporting Documentation for Collections of Money
   1. Over-the-Counter Collections
   2. Coin-Operated Machine Collections
   3. Admission Tickets
6. Cashier Responsibility
7. References
8. Related Offices
9. Cash Handling Terms

6.2 Cash Collections

1. General Procedures
2. Counting Change
3. Overage and Shortage Procedures
4. Security

6.3 Check Collections

1. Receiving Checks
2. Check Inspection Procedures
3. Check Security Features
4. Adding Machine Tapes on Checks
5. Returned Checks and Electronic Payments
   1. Payment Checks and Electronic Payments
   2. Donor Checks
   3. Redeposit Checks
   4. Departmental Responsibility

6.4 Credit Card Collections

1. Introduction
2. Centralized Credit Card Processing within TXShop
3. Terminology for Department-Controlled Credit Card Processing
4. Departmental Responsibilities for Department-Controlled Credit Card Processing
   1. Security
   2. Records Retention
   3. Processing of Transactions
   4. Costs
   5. Settlement
   6. Vouchering
   7. Reconciliation
5. Process Overview of Department-Controlled Credit Card Processing
   1. Online (Web) Credit Card Collections
   2. Point of Sale (POS) Terminal Credit Card Collections
   3. Batch Processing by PC (PC Batch) Credit Card Collections
   4. Collecting Credit Card Information Securely with PGP Secure Transactions

6.5 Deposits

1. Persons Authorized to Make Deposits
2. Frequency of Deposits
3. Means of Deposit
   1. In Person
   2. By Campus Mail
   3. By U.S. Mail

6.6 Petty Cash Funds

1. Authorization
2. Types of Petty Cash Funds
3. Establishment of Petty Cash Funds
4. Maintenance
5. Receipts
6. Overages and Shortages
7. Inappropriate Uses of Petty Cash Funds
8. Security

6.7 Imprest Funds

1. Purpose of Imprest Funds
2. Requesting an Imprest Fund
3. Responsibility
4. Fund Documentation
5. Check Logs
6. Security
7. Disbursements
8. Reimbursement Voucher Standards
9. Reconciling Bank Accounts

6.8 Cash Advances — see Part 11.3 — Travel