INTERNAL CONTROL AND SAFETY
Safeguarding Receipts
General
- Entry to the Central Cashiering area is to be restricted to known campus personnel and authorized persons only.
- Safe combinations, alarm codes and office keys shall be restricted to a minimum number of employees.
- Safe combinations, alarm codes and office keys should be changed periodically and in particular when there is a change in office personnel having said access.
- A log shall be maintained of those entrusted with vault combinations and security gate keys. Indicate changes in personnel and include dates that the combinations are changed.
- Vault access is to be restricted at all times. If access is necessary by any other person other than those designated, a designated employee MUST accompany that person (i.e. Armored Courier Service, safe repair, etc.).
- Test hold-up and burglar alarms annually.
- Count change funds no less than weekly.
- Use locked or tamper-free deposit bags for courier service Satellite Cashiering Stations and Central Cashiering.
- Never forward money via campus mail.
- Do not count large deposits at an open window.
- No checks are to be cashed, no IOU's allowed under any circumstances.
- Have robbery prevention and safety procedures in place and practiced.
Cashier's Responsibility
- Count change fund before opening a register, starting a batch or collecting receipts.
- All collections are to be deposited on the University's Point of Sale cashiering system.
- Each transaction shall have a unique receipt or transaction number system assigned in sequential order. This information shall be stored and retrievable in the cashiering database.
- All money received in Central Cashiering shall be accompanied by supporting Documentation which indicates the account(s) to be credited. These forms are to be retained for audit purposes either by Central Cashiering or Accounting Services.
- All checks, money orders, traveler's checks, and cashier's checks shall be system endorsed where possible and should contain the Point of Sale (POS) receipt information. Otherwise, hand endorsement is mandatory. The student identification number or receipt number shall be referenced on the check.
- Count all monies and balance receipts at the end of the business day, preferably when the office is not open to the public. All receipts should record the operator ID, terminal ID, date, transaction or receipt number. A receipt is to be given to every in-person customer. Duplicate receipts must state that it is a duplicate on it.
- All cash received is to be maintained in a cash register drawer. Cash in the cash register drawer shall be kept at a minimum. Excess cash shall be removed by the cashier and placed in a sealed envelope initialed by the cashier. It shall be placed in the vault until the daily balance is performed.
- Retain copies of voided receipts or reversed sale receipts.
- The cashier shall either suspend their batch or turn off their cash register when leaving their station for lunch and breaks.
- All deposits will be prepared and logged daily for armor courier service pick-up.
- Ensure that procedures are in order for transfer of accountability when receiving deposits from Satellite Cashiering Stations.
- All Central Cashiering Office personnel are responsible for immediately reporting any suspicious, threatening or unsafe actions observed to the Head Cashier, Operations Supervisor, Office Manager and Public Safety. Whenever feasibly safe, setting off the hold-up alarm should be exercised.
