Satellite Cashiering
Policy and Procedures
In order to qualify as a Satellite Cashier, the following policy and procedures have been established and are required to be maintained:
- Establishing a Satellite Cashiering Account:
An account must be approved, established, and assigned by Accounting Services. - Completing an Authorization Form:
The satellite cashier designee(s), the department head, and an Accounting Services Manager, must complete and sign an authorization form which permits named individuals to collect fees, obtain and maintain collection sheets and a University bank endorsement stamp, and to abide by university requirements pertaining to satellite operations. (Campuses are encouraged to require photocopies of campus employee ID cards of all designees for verification purposes). The authorization form will be signed and approved by an Accounting Services Manager and will remain on file with Accounting Services. - Securing an Endorsement Stamp:
The satellite cashier designees will be responsible for securing the University's bank endorsement stamp. Verbal and written regulations will be provided at the time the Head Cashier distributes the endorsement stamp. - Obtaining Collection Sheets:
To be used by Satellite Cashiers who do not utilize a Point of Sale system. The disbursement of collection sheets will be administered by Accounting Services. Satellite designees must present an employee ID card at the time of disbursement. - Cash Collection Process:
will be performed by satellite designees. Students are not eligible to perform this function. - Depositing Payments:
Will be performed by satellite designees in a timely manner. - Deposit Errors to Avoid:
To prevent closure of satellite cashiering privileges, errors should be avoided at all costs. See "Common Mistakes" on page 18 of the Satellite Cashiering Procedures 2009 handout. - Internal Control Regulations:
These are requirements in order to comply with state audit regulations. - Workshop Requirement:
Satellite designees will be required to attend at least one cashiering workshop per academic year.
Go to Cash Receipt Policy Context
Establishing a Satellite Cashiering Account
An account must be approved, established, and assigned by Accounting Services.
Satellite accounts can be arranged by meeting with Accounting Services to discuss the purpose of the account, the dollar range anticipated to be collected from each student, the projected revenue for the fiscal year, the location of the satellite cashiering facilities, and safeguards that will be required of the operation. Once approval is granted, Accounting Services will establish and assign an account number for the use of satellite cashiering operations.
Go to Cash Receipt Policy Context
Completing an Authorization Form
All departments offering satellite cashiering services must complete an authorization form signed by cashier designees and department heads.
Satellite cashiering privileges involve a high level of responsibility. Therefore, it is recommended that Universities administer the following procedures:
- Authorization forms will be administered from Accounting Services.
- All satellite cashiers are required to read and abide by the terms specified on the form. The terms will include deposit regulations and safeguarding of funds.
- All satellite cashiers are required to sign the authorization form--a maximum limit of 3 designees is recommended.
- Students may not qualify as satellite cashiers--this function is restricted to permanent or temporary-appointed personnel only.
- All department heads must agree to the terms in conjunction to approving the designees and signing the authorization form.
- The completed form, along with copies of designees' employee ID cards attached, should be submitted to Accounting Services.
- An Accounting Service Manager will be responsible for screening and approving the form.
- The departments shall receive copies of the approved form for their office files.
- In cases where satellite designees depart from the department or University, the department head is responsible for informing Accounting Services and deleting the individuals from the authorization form.
