Satellite Cashiering
Securing an Endorsement Stamp
The satellite cashier designees will be responsible for securing the University's bank endorsement stamp.
The Head Cashier will be responsible for issuing bank endorsement stamps to satellite designees who have been approved to perform cashiering functions and to maintain appropriate records of issuance. The Head Cashier will also provide a verbal overview of cashiering regulations while providing a complimentary copy of the "Cash Receipts: Policy and Procedures Manual". Satellite designees will be instructed to safeguard the endorsement stamp.
The Satellite designees will be responsible for reviewing the manual "and" for securing the endorsement stamp in a locked drawer, safe, or vault.
Go to Cash Receipt Policy Context
Obtaining Collection Sheets
The disbursement of collection sheets will be administered by Accounting Services.
Collection sheets are official accounting records utilized to record the receipt of payments by satellite cashier designees when automated cashiering or Point of Sale systems are not in use. The following procedures are required:
- Designees may receive collection sheets, in person, from the University Accounting Office Secretary located in Accounting Services. (If an employee ID card is not on file, an ID will be required at the time of disbursement).
- Designees will be required to sign a log sheet to confirm the number series of collection sheets received.
- Designees are limited to a two-month supply of collection sheets for audit control purposes.
- Department heads are responsible for ensuring that all collection sheets are secured in a locked drawer, safe, or vault.
- Designees must return all unused and voided collection sheets, to the University Accounting Office Secretary, at the end of a two-month period. A new supply of collection sheets will then be issued.
- Designees are responsible for ensuring that all unused and voided collection sheets are returned to the University Accounting Office Secretary, by the end of every fiscal year (June 30th).
Please note: Designees are the only individuals who have the authority to pick-up collection sheets. Students are not eligible.
Go to Cash Receipt Policy Context
Cash Collections
This function will be performed by satellite cashier designees. Students are not eligible to perform this function.
The cash collection process is vital in sustaining the integrity of the University. Therefore, the following rules are to be strictly enforced when collecting payments:
- Individuals who make a payment in person, must be issued a pre- numbered receipt and a duplicate copy of the receipt should be maintained by the issuer. (Receipts may be system-generated or issued from a receipt book).
- Payments must be listed on the collection sheet by recording the date of receipt, student ID number, name of the student, and the amount collected. Printouts attached to the collection sheet are acceptable as long as it does not exceed the number of transaction lines available.
- Student ID numbers should be recorded on the face of all check and money order payments, including credit card transmittals, when applicable. (To avoid privacy concerns with Social Security Numbers, a Student ID number may include a Personal Identification Number (PIN) or a cashiering transaction number).
- Checks and money orders must be made payable to the University, such as:
California State University, Fresno or Fresno State. - Checks may not be post-dated.
- Two-party checks can not be accepted.
- Personal checks can not be cashed.
- Check and money order payments must be immediately endorsed upon receipt.
- Collection sheet numbers must be cross-referenced on the receipts, check or money orders, and print-outs.
- Account numbers must be clearly recorded on collection sheets for items that are processed in a "batch mode".
- BR payment subcodes must be clearly recorded on collection sheets for items that are "individually" receipted to students' accounts using the SCT Billing and Receivable Student Module.
- Collection sheets must be individually balanced, signed, and dated by the Satellite cashier when preparing the deposit.
- Collection sheet transactions are limited to the maximum number of transaction lines available on the form with a minimum of 1 entry.
- Questions regarding your account may be directed to the Accounting Services Manager or Head Cashier.
