Implementation Date: Revised: 4/2005 TABLE OF CONTENTS INTRODUCTION 2 ESTABLISHING CASH COLLECTION DEPARTMENT APPROVAL 3

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1 TABLE OF CONTENTS INTRODUCTION 2 ESTABLISHING CASH COLLECTION DEPARTMENT APPROVAL 3 RECEIPT AND COLLECTION OF CASH 5 Cash Handling Requirements Check Acceptance Methods of Recording Cash Receipts Reconciliation of Cash Receipts COLLECTION & DEPOSIT OF COIN OPERATIONS 9 DEPOSITING PAYMENTS 10 DEPOSIT ERRORS TO VOID 12 REPORTING CASH OVERAGES AND SHORTAGES 13 INTERNAL CONTROL RULES TO BE FOLLOWED 15 CONSEQUENCES FOR FAILURE TO COMPLY 15 TRANSMITTING FUNDS TO UNIVERSITY CASHIERS 15 CREDIT CARD PAYMENTS 16 RECORDING CREDIT CARD PAYMENTS 18 INTERNAL CONTROL AND SECURITY 18 GIFTS 21 PETTY CASH/CHANGE FUNDS 21 GLOSSARY 24 PAGE 1 of 26

2 INTRODUCTION The term cash includes currency, checks, money orders, negotiable instruments and credit card transactions. University funds are monies received for mandatory student fees, user fees, nonresident tuition, reimbursement for University services, state and federal appropriations and all other sources of revenue, whether restricted or unrestricted as to purpose of use. All checks made payable to the University or any department/division of the University are considered University funds. The collection and control of cash at Cal State San Marcos are very important functions. University Cashiers is the University s primary cash handling unit. Ideally, from a control perspective, the collection and control of cash should be centralized in one location, however, that is always not possible or practical. As a result, the collection of money is decentralized with appropriate approvals and controls in place. PAGE 2 of 26

3 I. ESTABLISHING CASH COLLECTION DEPARTMENT APPROVAL A. Compliance with University Policy and Procedures- Departments are responsible for complying with the policy and procedures outlined in this document and for developing written departmental operating procedures. Student Financial Services staff are available for consultation and review of departmental procedures. Departments are responsible for training designated employees in cash handling policies and procedures. B. Safekeeping of Funds- All forms of cash to include currency, checks, money orders, negotiable instruments and credit card transactions should be physically protected through the use of vaults, locked cash drawers, cash registers, locked metal boxes, etc It is the responsibility of each department to make whatever provisions are necessary to properly safeguard the cash receipts in their area. C. Transfer of Accountability- If an approved custodian with a petty cash and/or change fund terminates employment, transfers to another department of assumes duties that no longer require having funds assigned to him/her, a transfer of accountability must be done through an audit with all parties present. The department manager or designee should contact Student Financial Services immediately to ensure the transfer is documented in such a manner to provide a suitable audit trail for all transactions. D. Complete a Cash Collection Establishment Form available online at The department manager must complete and sign an authorization form which permits designated individuals to collect monies, record payments, obtain and use a University bank endorsement stamp, reconcile receipts on a regular basis to University s financial records and abide by University policy and procedures as outlined in this document. This provides the department manager an opportunity to review his/her operation to assess the appropriateness of cash collection. This authorization form must be approved by the Director of Student Financial Services or the Associate Vice President for Finance and Business Services prior to the commencement of cash collection activities. PAGE 3 of 26

4 E. Secure an Endorsement Stamp available at University Cashiers. The employee designated by the department manager will be responsible for securing the University s bank endorsement stamp. Verbal and written regulations will be provided at that time. F. Establish a cash collection process. A documented process must be established for cash collection departments, whether manual or utilizing Point of Sale (POS) equipment. G. Set up a deposit schedule that is communicated to those employees with deposit responsibilities. Departments should work with Accounting Services to ensure appropriate accounts are in place to record revenues. H. Monitor the cash collection activities of the department. In addition to audits being conducted by department managers, cash collection departments are also subject to unannounced audits by Student Financial Services staff, University internal auditors, and external auditors during normal business hours. I. Request training and ongoing assistance from Student Financial Services with setting up and maintaining a cash collection operation. In order for employees to be held accountable for cash handling responsibilities, proper support and guidance will help to protect them and minimize potential losses. PAGE 4 of 26

5 II. RECEIPT AND COLLECTION OF CASH This section of the document summarizes the proper procedures to collect, record, deposit and refund currency, checks and credit card payments received by a cash handling department. A. Cash Handling Requirements Department heads and managers within the University that collect state funds are primarily responsible for ensuring that adequate control procedures have been put in place and are maintained, in order to safeguard University cash collections, petty cash and change funds. Department heads and managers are responsible for ensuring that cash funds and cash receipts in their areas are managed in accordance with this document and that college and division procedures are in place to ensure adequate control of funds. To assure a system of checks and balances, the fund custodian may not be the same employee with approval or reconciliation responsibilities for the department. There must be a separation of duties between the person(s) receiving cash and the person(s) responsible for deposits and reconciliations. Cash receipt activity should be reconciled at least monthly. The reconcilement should be reviewed by someone independent of the cash handling or recording functions. The following responsibilities should be distributed among personnel so no one person is responsible for all aspects: o Opening mail o Restrictively endorsing checks o Preparing deposits o Reconciling to accounting and budget records If separation of duties cannot be performed due to insufficient staffing, additional supervisory review should be performed to validate and approve the cash receipt and monthly reconciliation process. All checks, cash and credit card receipts must be protected by using a safe, locked drawer or other secure place until they are deposited. A secure area for processing and safeguarding funds received should be restricted to authorized personnel. PAGE 5 of 26

6 B. Check Acceptance 1. Checks should be made payable to Cal State San Marcos or Cal State San Marcos Foundation and must be endorsed immediately upon receipt with a restrictive endorsement stamp available from University Cashiers. 2. Checks payable to Cal State San Marcos cannot be postdated. 3. Endorsement stamp should be locked and secured when not in use by authorized personnel. 4. The University does not accept two party checks and does not authorize the cashing of personal checks from receipts, petty cash or change funds. 5. The department receiving cash must maintain a clear separation of duties. An individual should not have responsibility for more than one of the cash handling functions: collecting, depositing and reconciling. 6. All incoming mail receipts consisting of cash and negotiable instruments, not payable to CSUSM or CSUSM-Foundation are required to be logged, copy retained for department records and returned to the maker of the check. C. Methods of Recording Cash Receipts Manual Processing i. All incoming checks, currency and credit card payments must be recorded on a log, worksheet, or on preprinted, numerically controlled receipts for each transaction. For manual processing, the customer must be presented with a pre-numbered receipt form with a duplicate record being retained by the department. ii. All numbered receipts must be accounted for, including voided receipts. All voided transactions must be approved and initialed by a department supervisor. University approved, pre-numbered receipt books are available through the University Cashiers Office. iii. Cash collected should be balanced on a daily basis to recorded sales/income. The deposit will be validated when it is transported to PAGE 6 of 26

7 University Cashiers. It will then be posted to the campus general ledger. Copies of validated deposits should be returned to originating departments for its files and reconciliation purposes. iv. The maintenance of a numerical file of all receipts is the responsibility of the department. Since all pre-numbered receipts must be accounted for, all original copies of voided receipts should be stapled together and retained by the department. v. Departments should keep records of the inclusive receipts and total amount for which the receipts were written. Deposits made at University Cashiers should also reflect the inclusive receipts and the total amount collected. vi. Sales proceeds should be kept in a locked metal box or cash drawer at all times. vii. Responsibility over transaction proceeds should be assigned to a specific individual or individuals so there is a means of establishing accountability Utilizing a Cash Register, PC or other Electronic Equipment 1. All sales should be recorded through the cash register. The cash register provides a locked in record of the amount of funds entered on the register, a printed receipt to be given to the customer, and a safe place for holding a change fund and un-deposited receipts. 2. The cash drawer in the register should never be left open unless a transaction is being processed. 3. All register totals should be balanced at the end of the day or change of shift. 4. Accountability over sales proceeds and change funds should be assigned to specific individuals, which means that each employee who operates out of the same cash register should be assigned his or her own cash drawer. Funds should not be commingled between cash drawers. 5. The cash register should be closed out and total cash receipts should be reconciled on a daily basis. PAGE 7 of 26

8 6. Overages and shortages should be documented and reported to the department manager. 7. All corrections should be made through the cash register. The journal tape should be marked to indicate the action taken along with supervisory review and approval. 8. Department managers and supervisors should perform periodic, unannounced cash reconciliations of the cash register. D. Reconciliation of Cash Receipts 1. The funds received must be reconciled to the cash register tape or the pre-numbered receipts at the end of the day or at the end of each shift. 2. Cash should be reconciled separately from checks and credit cards. E. Refunds or expenditures must be paid through the appropriate accounts payable procedures with a University generated check. F. Sample Forms to Balance and Record Cash Receipts- Refer to the appendix for sample forms consisting of: assistance to departments in balancing cash drawers, accounting voids, preparing a manual log, cash register, PC or other electronic device reconciliation. These records should be kept intact and retained for seven (7) years in the department. PAGE 8 of 26

9 III. COLLECTIONS AND DEPOSIT OF COIN OPERATIONS A. Collection and deposit of approved coin operations is subject to the same controls and safeguards for the handling of cash outside of University Cashiers. The following are guidelines for departments that have coin operated equipment. For example, Parking and Copy Center. B. The coin operation fund must be counted daily unless it has not been removed from the collection dispenser. C. Collection of coin and currency from dispensers and other coin operations and transportation of those funds to University Cashiers shall be done in dual custody or with University Police escort. In the case of parking dispenser collections, two employees shall be present when the dispenser canisters are emptied into a locked steel box. All funds not transferred into a locked box shall be sealed in a tamper-free bag or in a locked deposit bag. D. Proper identification of the coin operation funds, including date, amount and account, when applicable, shall be logged and attached to coin bags or boxes and shall accompany the transportation of all coin operation funds to University Cashiers. E. Upon delivery of coin funds to central cashiering, transfer receipts shall be used to verify transfer of coin bags, with amount and date or number of bags and date, whichever is applicable. For coin funds that are transferred to central cashiering without being counted, bag numbers or other appropriate form of identification shall be used to verify the transfer. F. Coin and currency received by University Cashiers from the coin operation funds shall be counted in dual control with both a Cashier and department employee present at all times. G. Once received, counted, verified and recorded, all coin operation funds will be deposited into the University s depository bank in accordance with the same policies and procedures applied to all other funds received by the University. PAGE 9 of 26

10 IV. DEPOSITING PAYMENTS A. Deposits are to be made in a timely manner (see Table 134.1) to ensure proper posting of receipts and to ensure the safety of University funds. All check should be made out to CSUSM, Cal State San Marcos or Cal State San Marcos Foundation and restrictively endorsed upon receipt. CUMULATIVE RECEIPTS UP TO $ $ TO $4, MINIMUM FREQUENCY OF DEPOSITS TO CASHIERS OFFICE WITHIN 3 BUSINESS DAYS WITHIN 24 HOURS OF COLLECTION $5, TO $49, SAME DAY IMMEDIATELY $50, OR MORE SAME DAY IMMEDIATELY ANY SINGLE ITEM $250, OR MORE SAME DAY IMMEDIATELY Table B. Deposits must be routed directly from the department to the University Cashiers office. University funds for deposit must never be taken off campus. C. Checks and cash must be physically safeguarded in a safe, locked drawer, or locked file cabinet until transmittal to University Cashiers Office for deposit. D. The following rules apply to all Cash Handling Departments: 1. All deposits must be accompanied by a State Deposit Form. This form is used to record, communicate and document deposits made by cash collection departments to the campus financial records. These deposits are made at the University Cashiers office. The State Deposit Form is available on-line at 2. Deposits must be verified against system generated totals. PAGE 10 of 26

11 3. Deposits must be sealed in a tamper-free bag or in a locked deposit bag. 4. When collections reach $250,000 in currency and coins, or $10,000 in all forms of payment, or have been held for 10 days, they must be deposited immediately to University Cashiers. a. The Office of Student Financial Services may issue cash handling guidelines authorizing less frequent deposits or higher accumulated collections if appropriate safeguards (e.g. use of a safe or vault) are in use. b. The Office of Student Financial Services may require daily deposits regardless of the dollar amount if the Cash Handling Department fails to comply with University Deposit Procedures. c. Use of security escort or dual custody is required when delivering deposits to University Cashiers Office of $3, or more. 5. Cash Handling Departments will be responsible for delivering their deposits to University Cashiers. All deliveries should be made in person- no inter-campus mail deposits will be processed. 6. Deposits made at University Cashiers will be received immediately along with the issuance of a receipt. 7. Deposits must be kept in a secure location throughout the day, such as a safe or a vault. 8. Failure to comply with the rules and regulations will result in the loss of departmental cash handling privileges. PAGE 11 of 26

12 V. DEPOSIT ERRORS TO AVOID To prevent loss of departmental cash handling privileges, errors should be avoided. A. Cash Handling Departments are responsible of ensuring that departmental deposits are balances accurately. If designees are not cautious and errors regularly occur, cash handling privileges will be revoked. B. Common errors and problems that should be avoided include the following: 1. Deposits are not in balance with the collection record or system generated totals 2. Rolled coins are not counted accurately 3. Check amounts are not written legibly 4. The currency totals do not balance with the total amount deposited C. Departments can help eliminate these errors by closely reviewing the information they record and by running duplicate tape totals on their deposits and corresponding paperwork. D. All voided transactions should be documented. (See form below) E. Credit Card Sales- For any credit card refunds processed via the terminals, the departments must supply backup for audit purposes. 1. Credit card deposits are to use the State Deposit Form. 2. A copy of the Totals Report of the terminal batch receipt should be attached as documentation. 3. Copies of each transaction must be retained by the cash handling department as part of their records. 4. For credit card refunds processed via the terminals, the departments must supply back up for audit purposes. (See the Credit Card Refund Information Form below) PAGE 12 of 26

13 VI. REPORTING CASH OVERAGES AND SHORTAGES A daily accounting of cash/checks received from sales or deposits will be balanced against the total amount on the manual log or department cash register. Any amount that is over or short is to be reported the same day on the departmental balancing worksheet. A. Where to Make Deposits- Department deposits should be made at the University Cashiers Office. Days of operation are Monday Friday. (Refer to URL: for current hours of operation.) B. How to Transport Deposits- Transporting funds to the University Cashiers Office must always be a high priority. All deposits must be hand delivered to the University Cashiers Office. No deposits are to be sent through campus mail. Departments handling large cash deposits or coming from off campus need to contact University Police to be escorted to the University Cashiers Office. C. What University Cashiers does with the Department s Deposits- University Cashiers will count the funds for deposit in front of the department representative, enter all data from the deposit form, and validate both copies. The validated copy serves to document the deposit for department and data control purposes. When a University Cashier is processing the deposit, he/she look at the following: 1. Checks a. They are restrictively endorsed b. Date on check is not expired or stale dated PAGE 13 of 26

14 2. Cash c. Checks should be payable to CSUSM or CSUSM Foundation d. Payers signature is not missing e. Checks are drawn on a U.S. Bank and in U.S funds f. Foreign items are removed from deposit and sent separately to the bank for collection a. Make sure the count is accurate b. Look for counterfeit currency c. Look for altered currency d. Must be U.S. currency 3. State Deposit Form a. Check for mathematical accuracy b. Verify charges are listed properly c. Verify detail codes d. Verify that funds received equal the deposit form PAGE 14 of 26

15 VII. INTERNAL CONTROL RULES TO BE FOLLOWED A. The designee responsible for the cashiering input is the only person who can have access to the money collected. B. The individual who authorizes departmental refunds cannot be the same individual who collects the money. C. The designee who is responsible for cashiering records and money must assure funds are properly safeguarded in a safe or vault. (Department heads should aid in this process.) D. If the cashier is someone other than the designee, the designee must verify the money with the cashiering totals. Signatures of both parties are required. E. Individuals collecting money should be identified as a designee on the Authorization Form. F. Cash Handling Departments that do not have a safe or vault must lock cash in a desk, file cabinet, or other mechanism providing comparable safekeeping, when the funds are not in use. VIII. CONSEQUENCES FOR FAILURE TO COMPLY Cash Handling Departments who fail to comply with the Cashier Procedures will be subject to internal audits and/or the immediate closure of their departmental cash handling privileges. IX. TRANSMITTING FUNDS TO UNIVERSITY CASHIERS A. Cash Receipt Reports- Departmental deposit forms must be prepared in advance of depositing funds to University Cashiers and should include the following information whenever applicable: 1. Total amount deposited 2. Currency 3. Coins 4. Checks PAGE 15 of 26

16 5. Brief description of reason for payments, overages/shortages, invoice numbers or other source documents 6. Name of individual or department making the payment being deposited. 7. Account(s) to be credited and the amount credited to each account. 8. Indication of whether the item(s) are taxable or nontaxable sales. B. Sorting Currency, Checks and Credit Card Transmittal Slips- Deposits should be organized using the following method: 1. Currency should be sorted by denomination 2. Checks, money orders, traveler s checks and cashiers checks should be sorted by type 3. Credit card transmittal slips and batch printouts from Point of Sale (POS) terminals should be bundled separately and RETAINED for seven (7) years by the credit card location. X. CREDIT CARD PAYMENTS Student Financial Services has the administrative responsibility for all the cash handling activities on campus. Credit cards are accepted by the University in payment for goods or services provided, subject to the limitations or exceptions stated below. A. Authorized Locations Only those units authorized by Student Financial Services may make credit card sales. Student Financial Services may authorize a location to make sales on an infrequent basis. B. Limitations on Sales Amounts All credit card sales are processed electronically and are subject to zerodollar floor limits (maximums) set by the credit card companies. This means that every sale must be approved by the respective credit card company. Approval is given (or not given) upon entering the sale into the electronic terminal or telephone authorization received from the credit card company. PAGE 16 of 26

17 C. Preparing a Credit Card Sales Draft Credit card sales must be processed on a credit sales draft form which is prepared by the credit card electronic terminal. 1. Required Entries- i. Customer's credit card number and the total amount of sale are needed. The card number is entered into the electronic terminal either by swiping the card through the terminal or by manually entering the card number as in mail order sales. ii. Total amount of sale including sales tax. iii. Authorization number iv. Customer s signature 2. Disposition of Copies The customer/card holder copy must be given to the customer and the other copy retained by the Cash Handling Department for no less than five (5) years or until the last audit. D. Credit Card Protection 1. Protection of cardholder s number- i. To the maximum extent possible, customer s credit card numbers should be protected. ii. Sales receipts or bank retrieval requests should not be left out in the open where numbers can be stolen. iii. Such items routed through campus mail should be sealed and addressed to a specific person and marked Personal and Confidential. 2. Protection against credit card fraud can be taken by doing the following: i. Asking for proper identification, including signature, is required of all transactions including credit card. PAGE 17 of 26

18 ii. No credit card information must be obtained, received and given over the telephone by University personnel. XI. RECORDING CREDIT CARD PAYMENTS Data on credit card sales processed at Cash Handling Departments are delivered to the University Cashiers before the end of the day or on the next business day. Departments are responsible for providing the corresponding Banner detail code to University Cashiers so transactions can be properly credited to the accounting system. Credit card deposits are to use the State Deposit Form. XII. INTERNAL CONTROL AND SECURITY Safeguarding Receipts i. Entry to the University Cashiers area is to be restricted to known, authorized personnel. ii. Safe combinations, alarm codes and office keys shall be restricted to a minimum number of employees. iii. 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. iv. 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. v. 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.). vi. Test hold-up and burglar alarms annually. vii. Count change funds no less than weekly. viii. Use locked or tamper-free deposit bags for courier service, Cash Handling Departments and University Cashiers. PAGE 18 of 26

19 ix. Never forward money via inter campus mail. x. Do not count large deposits at an open window. xi. No checks are to be cashed, no IOU s allowed under any circumstances. xii. Have robbery prevention and safety procedures in place and periodically practiced. XIII. xiii. Immediately report to appropriate campus officials any loss or suspected loss of cash. xiv. GUIDELINES IN THE EVENT OF A ROBBERY The following guidelines are provided to ensure staff safety and minimize loss to the University. Unnecessary risks should never be taken. 1. Cooperate with the robber. Avoid any confrontation and facilitate a rapid departure. 2. Stay as calm as possible. Take no risks. Try not to panic or show any signs of anger or confusion. 3. Make a mental note of any descriptive features or distinguishing marks on the robber such as his/her clothing, hair color, eye color, scars, tattoos, etc Touch nothing in the areas where robber(s) were and note specific objects touched by robbers. 4. If it is safe to observe, the direction the robber took should be noted. If possible, observe color and make of vehicle leaving the scene. 5. University Police should be called as soon as it is safe. 6. The robbery should not be discussed with anyone until the police arrive. 7. Cooperation with University Police is important. At your department s request, University Police will assist in reviewing your operation and making recommendations x4567. PAGE 19 of 26

20 CAL STATE SAN MARCOS BE ALERT, BE OBESERVANT!!! Features, which you can remember regarding the physical characteristics of suspicious persons or assailants, can greatly assist University Police in their apprehension. HAT: (color, type, etc.) HAIR: EYES: SCARS: (or marks) SHIRT: TIE: COAT: TROUSERS: SHOES: RACE: SEX: AGE: DIRECTION OF ESCAPE: METHOD OF ESCAPE: o FOOT o VEHICLE VEHICLE LICENSE PLATE: VEHICLE MAKE: VEHICLE COLOR: NUMBER OF SUSPECTS: TYPE OF WEAPON HAND GUN SHOT GUN OTHER REMARKS: WEIGHT: CONTACT THE UNIVERSITY POLICE AS QUICKLY AS POSSIBLE. PHONE NUMBERS: Non Emergency x4567 Emergency 911 PAGE 20 of 26

21 XIV. GIFTS Gifts and contributions are submitted directly to Cal State San Marcos University Development Office. Policy statement regarding solicitation and acceptance of gifts has been developed and adopted by the Foundation Board of Directors. Background and purpose, general policy, and deposit procedures related to gift acceptance can be found at XV. PETTY CASH AND CHANGE FUNDS A. Definitions- 1. Petty Cash Fund is operated on a reimbursement basis, provides cash for purchases and/or services not to exceed $50.00 (exclusive of sales tax) per purchase or service. 2. Change Fund may be established to provide cash in denominations and amounts necessary to permit the making of day to day cash collecting operations of a cash handling department. B. Petty Cash and Change Fund Establishment Guidelines 1. Department requesting a petty cash and/or change fund must submit a written request to the University Controller. The request must include the following information: i. Purpose and reason for the petty cash or change fund ii. Organization and account code to charge for issuance of fund iii. Amount of fund iv. Name of custodian who will assume responsibility for the fund 2. If request is approved by the University Controller, it is forwarded to University Cashiers for issuance of monies to start the fund in the name of the custodian. A copy of the written request is forwarded to University Cashiers. 3. The custodian will be asked to complete the petty cash/change fund sign out forms. PAGE 21 of 26

22 4. The Director of Student Financial Services or delegated authority reviews the University s cash handling policy and a copy is provided to the custodian. On an annual basis, the University s cash handling policy is reviewed with campus business managers at quarterly Business Managers Round Table meetings. 5. Departments are authorized to have change funds exceeding $100 only if they have safes, vaults or money chests that are adequate to safeguard cash. Cash purchase funds do not exceed $ for each fund as per the State Administrative Manual, SAM Section Audits of all change and petty cash funds are conducted by a delegated staff member in Student Financial Services in accordance with the SAM Section A matrix of all change and petty cash funds audited is submitted to the Director of Student Financial Services on a monthly basis for review and approval. 7. Since the custodian is personally responsible for the amount advanced to him or her, the custodian must be present during the surprise audits and must sign off on audit result forms. Any inconsistencies noted during the surprise audit will be noted on the matrix and brought to the attention of the Director of Student Financial Services. 8. If a change in custodianship shall occur, the following actions shall occur: i. An audit of the fund will be conducted involving both the departing and new custodian. ii. Departing custodian will sign on form releasing him or her from personal responsibility for the fund(s). iii. Newly assigned custodian will complete the sign out form assuming responsibility for the fund(s). 9. On a monthly basis, the delegated Student Financial Services staff member assigned to conducting surprise departmental audits will confirm via electronic mail there has not been a change in personnel warranting a change in custodianship. C. Petty Cash Employee Reimbursement- PAGE 22 of 26

23 1. Custodian will ensure that the employee presenting reimbursement has provided original receipts. 2. Custodian will fill out a receipt for employee and disburse out of petty cash fund. ( No amount to exceed $50.00) 3. Custodian in return will gather all paid out vouchers and present to University Cashiers to replenish fund. 4. We recommend not holding vouchers for no longer than 3 months. CSUSM.439 (Disbursement Voucher) LEGAL AUTHORITY State Administrative Manual Director of Student Financial Services Date PAGE 23 of 26

24 XVI. GLOSSARY This glossary attempts to define the following terms in the context of the Cash Handling Document. Accounts receivable- amounts due the University on account from customers who have bought merchandise or received services. Accounts receivable are a current asset in the balance sheet. Balance sheet- a statement showing the Fund s financial position at the end of an accounting period. On the Balance Sheet, Total Assets are equal to Total Liabilities and Fund Balances. Batch number- the number that is printed on a batch settlement tape from the charge, credit and debit card terminal and is the unique identifier for that particular batch of transactions. Card sale- a form usually used by departments to record sales or services that may be refundable. Cash- term used in this document to include currency, checks, money orders, negotiable instruments and charge card transactions. Charge-backs- term used to describe a debit to an account for a charge, credit or debit card transaction. Custodian- the employee that is solely responsible for a petty cash or change fund. Depository bank- the designated bank(s) to which CSU San Marcos deposits all funds. Established dollar limits- a reasonable and acceptable amount of funds, set by each department, for being out of balance. General ledger- the name for the formal ledger containing all of the financial statements accounts. It has equal debits and credits as evidenced by the trail balance. Intact- unchanged, remaining complete. Over & Short- the title for a departmental account used to account for differences between book balances of funds and actual funds on hand. PAGE 24 of 26

25 Petty cash voucher- form used to detail purchases and document reimbursements made from a petty cash fund. Post dated- a date on a document or check which follows the date of actual initiation or execution. Reconcile- to balance to a separately maintained set of data. Reconciliation- a calculation that shows how one balance or figure is derived systematically from another. Restitution- restoration of monies to its rightful owner (e.g. replacing an nsf check) Restrictively endorsed- refers to affixing the signature, name and account number to whom the transaction is to be credited. Revenue- the increase in assets or the decrease in liabilities during an accounting period, primarily from operating activities. This may include sales of products, rendering of services and earnings from interest, ect. Second party checks- check that are presented to the Cashiers Office for cashing that are written by one individual or organization to another (payee) and cashed by the payee. Stale dated- a check that is dated in the past, usually six months or more; or a check with instructions written on the face of the check, such as, Void after 90 days. Validating- the process of imprinting information on a document, usually from a cash register. Validation- the imprint placed on a document, usually from a cash register. Void- a transaction that has been deleted or replaced by another. Wire transfer- monies that are transferred electronically from one financial institution to another. PAGE 25 of 26

26 All forms can be accessed online at PAGE 26 of 26

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