WELCOME California State University, San Bernardino Cash Receipts Management
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WELCOME
California State University, San Bernardino
Cash Receipts Management
California State University, San
Bernardino
Cash Receipts
Management
Purpose
Purpose of Guidelines
Ensure that controls are established over all forms of
payments.
Ensure that all payments are deposited promptly.
Ensure that cash receipts are protected from
misappropriations.
Ensure that physical access to cash receipts is limited.
Properly train university and satellite cashiers and provide
uniform accounting rules.
California State University, San
Bernardino
Cash Receipts
Management
Overview
Overview and Objective
• Department Heads, managers and cashiers are
responsible for those functions related to the
receipts, and deposit management.
• All procedures must be consistent with law and CSU
policy.
• The Bursar’s Office shall be responsible for cash
collections, deposit of money to the university bank
account, and establishing any e-commerce accounts
(i.e. PayPal).
California State University, San
Bernardino
Cash Receipts
Management
Definition of Terms
Bursar Office
Cash
Cash Collections
Cashier
Central Cashiering
Satellite Cashiering
California State University, San
Bernardino
Cash Receipts
Management
Internal Controls
Internal Controls are actions implemented by
Management to ensure:
• Assets are safeguarded.
• Information is timely and reliable.
• Errors and irregularities are discovered and corrected
promptly.
• Promote operational efficiency and effectiveness.
Internal Controls:
• Safe combinations, alarm codes, office keys.
• Maintaining logs.
• Vault access.
• Testing alarms.
• Counting change funds.
California State University, San
Bernardino
Cash Receipts
Management
More…Internal Controls
Internal Controls:
Tamper free or locked deposit bags.
Sending cash or cash equivalents via
campus mail.
Counting large deposits.
Cashing checks.
IOU’S.
Robbery prevention.
Reporting loss or suspected loss.
Transporting funds to the Bursar
California State University, San
Bernardino
Cash Receipts
Management
Segregation of Duties
A Key element of Internal Controls is
Segregation of Duties:
The following duties should be separated to the extent possible:
Cashiering and access to money collected.
Refunds and collection of funds.
Responsibility for safeguarding funds.
Cashier verification.
Cash handling, record keeping, and reconciliation.
System of checks and balances.
California State University, San
Bernardino
Cash Receipts
Management
Cashier’s Responsibilities
The following are general responsibilities of a cashier:
Using a unique log-in.
Verifying the starting “bank” till.
Processing transactions over-the-counter.
Processing payments in cashiering system.
Creating receipts for all transactions.
Logging out of cashiering system.
Securing the cash drawer when leaving station.
Returning the starting bank to the Head Cashier.
Balancing the drawer at the end of the shift.
Head cashier of designee responsible for oversight.
California State University, San
Bernardino
Cash Receipts
Management
Cash Register Procedures
Daily Procedures
Opening:
Verify starting bank.
Make change for drawer if needed.
Maintain drawer contents under your custody.
Ensure compliance with financial reporting.
Closing:
Separate payment instruments.
Prepare a tape listing instruments.
Compare instruments to system totals.
Reconcile any variances.
Document overages and shortages.
California State University, San
Bernardino
Cash Receipts
Management
Cash Handling Procedures
Safeguards for receiving payments:
Endorsement of Checks
Checks received on behalf of others.
Coin Operations
Bank Deposits
Electronic Funds Transfer
Debit and Credit Cards
Deposit Forms
California State University, San
Bernardino
Cash Receipts
Management
Satellite Cashiering
Satellite Cashier is an authorized operating unit from
which collections are deposited to a main cashiering
station.
• Authorization
• Collection Record
• Depositing Payments
• Internal Control Rules
• Training Requirement
• Securing endorsement stamp
• Cash Collections
• Transporting funds to Central Cashiering
• Consequences for Failure to comply
California State University, San
Bernardino
Cash Receipts
Management
Chain of Custody
A formally documented continuity of possession which
establishes each person having custody/being in
possession cash/deposits.
California State University, San
Bernardino
Cash Receipts
Management
Resources
Integrated CSU Administrative Manual
http://www.calstate.edu/icsuam/sections/3000/
State Administrative Manual
http://sam.dgs.ca.gov/default.html
CSU Cash Receipts Management
http://foa.calstate.edu/pdf/CashRpt.pdf
CSUSB Cash Handling Policies
University Cash Handling Policy
Application to Accept Credit Card Payments ElectronicCommerceServices < Standards/InfoSec < CSUSB Community Wiki
California State University, San
Bernardino
Cash Receipts
Management
Contacts Further information available at http://phonebook.csusb.edu/
Fiscal Management
Del Anderson ext. 73156
Director of Accounting
Matias Farre ext. 75039
Assistant Director of Accounting
Marilyn Lymuel ext. 73165
Bursar Manager
Claudia Campos ext. 73164
Bursar Supervisor
Mallory Ruiz ext. 73267
Bursar Assistant
California State University, San
Bernardino
Cash Receipts
Management
Q & A
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