1 1 CASH HANDLING TUTORIAL Treasury Management Finance and Accounting
1 1 C ASH H ANDLING T UTORIAL Treasury Management Finance and Accounting.
Dec 16, 2015
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11
CASH HANDLING
TUTORIALTreasury Management
Finance and Accounting
22
Overview• Receiving Cash and Checks• Preparing the Deposit• Movement of Funds
3
Receiving Cash and Checks
4
Flow of Cash and Checks – in person
Customer
UF Dept Cashier
UF Dept Fiscal Person
Enter into myUFL
Treasury Management (TM) Cashiers Bank
(endorsed)
MerchantCopy
SupportingDocs Merchant
Copy
Customercopy
5
Flow of Cash and Checks – by mail
UF Dept Cashier
UF Dept Fiscal Person
Enter into myUFL
TM CashiersBank
(endorsed)
copy
SupportingDocs copy
Customer
LOGS
6
Cash and Checks – Handling
• Payment must be receipted – Cash register or Uniform Cash Receipt (UCR)
• Review the check for accuracy• Endorse checks
Customer
UF Dept Cashier
Customer pays department – in person
7
Cash and Checks – Handling
UCR = Uniform Cash Receipts• Must be used if cash or checks are received
in person, unless a cash register or other validated receipting system is in place
8
Cash and Checks – Handling
UCR = Uniform Cash Receipts (continued)• Three ply carbon copies:
– Golden – goes to the customer– White – stays with the department– Blue – submitted with the deposit to TM
• For voided receipts:– Golden and White – stays with department– Blue – submitted with next deposit
9
• Contact Treasury Management to obtain new UCR books or return unused UCRs
Treasury ManagementCriser Hall, Room S112C
392-9057
s
Cash and Checks – Handling
10
• Also contact Treasury Management (in advance) whenever a cash register is removed or installed so that proper disposition of locked-in totals and reset keys is made
Cash and Checks – Handling
11
• Checks should be payable to University of Florida (or the department name as indicated on endorsement stamp)
• If check is made payable to an individual,
– That person must endorse the back of the check with “Payable to UF”
• Checks must be payable in US Dollars
Cash and Checks – Handling
12
• Ensure that the amount in long hand agrees to the amount in numbers (long hand amount is legal amount)
• Ensure that the check is signed
Cash and Checks – Handling
13
For Deposit OnlyWachovia Bank
University of FloridaBoard of TrusteesDepartment NameDept BU Number
(opt)
• All checks must be restrictively endorsed immediately upon receipt
• Departments must order their own stamps from office supplier:
Cash and Checks – Handling
Wachovia transition to Wells FargoDepartments can continue to use existing Wachovia stamps indefinitely – new stamps should state Wells Fargo Bank, N.A.
14
Cash and Checks – Handling
– A check log (mail log) should be prepared by the person opening the mail.
NOTE
A UCR may be used in lieu of a check log
when checks are received infrequently.
UF Dept Cashier
Customer
LOGS
If checks are received through the mail:
15
• If a check log is used, it must be maintained as each check is received, and should provide:
Cash and Checks – Handling
16
• Check logs provide the most control when they are pre-numbered, handwritten, and signed off by the person who logged the check, and the person who made the deposit:
Cash and Checks – Handling
17
Cash & Checks:
Preparing the Deposit
18
Preparing your deposit for TM
Deposit Pieces – please submit in this order• Cash/Checks• Adding Machine Tape• Deposit Transmittal Form• Support Documentation Form • Receipt – cash register or UCR
19
Preparing Deposit
Adding Machine Tape
• Add checks or cash• Ensures accuracy of deposit
and helps to identify amount discrepancies
2020
Deposit Transmittal Form
21
Preparing Deposit
Support Documentation
• Support Documentation for Deposit Transmittal Form must be attached
• Department is responsible for full disclosure of pertinent information concerning the deposit
• Disclose any other data necessary for proper identification relative to the department’s records
22
Maxine Word 02/04/2010 352-392-9057
Treasury Management 6400
1234
G 123456 G 123459
02/01/2010 02/04/2010
1,000,000,000.00
NONE
23
778 13-29
02/01/2010 02/04/2010
24
Preparing Deposit
Cash Register Tape/UCR
25
Cash & Checks:
Movement of Funds
26
Movement of Funds
• Each department is responsible for the conveyance of their collections to Treasury Management
27
• Departments must provide adequate protection whenever cash is moved between buildings.
• Money must be carried IN PERSON (NO campus mail!)
• Locked bags must be used to transport paper and coin currency
• Armored courier service available (for a fee)
Movement of Funds
Security
28
Movement of Funds
Special Situations
• Large concerts and other productions should make security arrangements directly with:
– University Police, 392-1111 and
– University Cashier, 392-0185
29
Take the money to TM/Cashiering
• Located at S-113 Criser Hall– Drop box Emptied at 8:00 a.m.– Over the counter No later than 10:30 a.m.– Monday - Friday
Movement of Funds
To Treasury Management
All deposits received in the drop
box after 8:00 am will be
processed the next business
day.
NOTE
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Over the counter deposits• Between 8:30 and 10:30
Monday-Friday
• Must complete a Consignment Sheet (receipt to evidence transfer from department to Treasury Management)
• Sample Consignment Sheet can be found at fa.ufl.edu/forms or two-ply Consignment Sheets can be purchased
Movement of Funds
To Treasury Management
31
Movement of Funds
To Treasury Management
Complete the form and bring TWO copies to Treasury Management
Both copies are signed by the department and Treasury Management
One is for department and one is for Treasury Management
32
• UCR and/or
• Cash Register Tape
Support Documentation Form
Deposit Transmittal Form
Cash Deposit Summary
Adding Machine Tape
33
Ready for
Deposit
Cash Deposit Summary
34
CASH HANDLING
TUTORIALTreasury Management
Finance and Accounting
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