.100 POLICY STATEMENT

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1 Treasury Management Operatins Sectin: Treasury Management Number: Title: Treasury Management Operatins POLICY Index.100 POLICY STATEMENT.110 POLICY RATIONALE.120 AUTHORITY.130 APPROVAL AND EFFECTIVE DATE OF POLICY.140 KNOWLEDGE OF THIS POLICY.150 DEFINITIONS.160 RESPONSIBILITIES.170 TREASURY SUSPENSE CHECKING ACCOUNTS.180 TREASURY REVOLVING FUND CHECKING ACCOUNTS.190 PETTY CASH FUNDS.200 FORM.690 CONTACT INFORMATION.695 HISTORY APPENDIX.700 REVOLVING FUND CHECKING ACCOUNTS PROCEDURES.710 CERTIFICATION OF TREASURY RECONCILIATION AND REIMBURSEMENT PROCEDURES.800 FORM POLICY.100 POLICY STATEMENT Cash management services are the respnsibility f the Oregn State Treasury's Finance Divisin, Cash Management Sectin. The Treasury maintains accunts fr OUS in which each institutin's cash balances are held. Each institutin depsits and disburses funds thrugh these Treasury accunts. The Treasury cntracts with banks t prvide institutins a methd t depsit mney int their accunts at Treasury. The Treasury's Cash Management Manual prvides the plicies that all state agencies, including OUS, must fllw in managing ur cash transactins and balances.

2 The OUS cash management peratins plicy and related prcedures prvide additinal detail n the types f accunts that the Chancellr's Office and institutins use at the Treasury t prcess cash transactins. This plicy details the functins that must be cmpleted t ensure maintenance f recnciled balances between OUS Banner instances and the Treasury. In additin, it defines the respnsibilities f bth the Chancellr's Office and institutins in perfrmance f duties related t cash management..110 POLICY RATIONALE Within the Oregn University System, respnsibilities fr cash management exist at bth the Chancellr's Office and the institutins. This plicy is intended t define distinctins between functinal respnsibilities fr bth the Chancellr's Office and institutins. In particular, as a result f the Fiscal Accuntability Framewrk (FAF) prject review f Treasury Management, sme institutins may nw perfrm functins previusly cmpleted by the Chancellr's Office. Therefre, differentiatin f functins between institutins perfrming their wn cash recnciliatins and thse fr whm centralized recnciliatins are cmpleted must be defined. An additinal utcme f the FAF prject was the assignment f respnsibility fr maintenance f psitive fund cash balances t the Vice Presidents fr Finance and Administratin at each institutin, with the understanding that they may further delegate this respnsibility as necessary. This plicy frmalizes that assignment f respnsibility as part f the brader definitin f duties related t cash management. This plicy and related prcedures als dcument the varius accunts that the institutins may utilize fr prcessing cash transactins. These include suspense checking accunts as well as ther Treasury bank accunts, revlving fund accunts, and petty cash funds..120 AUTHORITY The basis fr this plicy is prvided in the fllwing: ORS State Treasurer as state cash management fficer ORS Bard Checking Accunt OAR (8) Vice Chancellr fr Finance & Administratin signs claims, payrlls, and checks IMD Accunting plicies fr cash funds IMD Cash receipts depsited prmptly IMD Wrking funds (revlving and petty cash) fr department activities IMD Disbursements nly fr lawful purpses in accrdance with Bard plicy.130 APPROVAL AND EFFECTIVE DATE OF POLICY Apprved by the Senir Vice Chancellr fr Finance & Administratin n January 20, 2005, with an effective date f January 24, This plicy supersedes FASOM Sectin 13.07: Purchasing -- Cash Management.

3 .140 KNOWLEDGE OF THIS POLICY All Chancellr's Office and institutinal persnnel with fiscal respnsibilities in the area f treasury management shuld be knwledgeable abut this plicy and related prcedures..150 DEFINITIONS A glssary f terms related t cash management is available in the Oregn State Treasury's Cash Management Manual. The manual can be accessed n the web at: RESPONSIBILITIES The Senir Vice Chancellr fr Finance and Administratin is respnsible fr System fiscal plicy, including the Treasury Management Operatins plicy. Functinal respnsibilities f institutins and the Cntrller's Divisin in the area f treasury management peratins are detailed under Plicy sectin.170[2] Suspense Checking Accunts Respnsibilities..170 TREASURY SUSPENSE CHECKING ACCOUNTS [1] Suspense Checking Accunts Overview OUS maintains separate suspense checking and payrll accunts at the State Treasurer's Office fr each institutin. Suspense accunts are the primary checking and clearing accunt fr each university. Each institutin is authrized t issue checks n its suspense and payrll accunts. If a situatin arises that requires a separate revlving fund checking accunt, an institutin may still establish such an accunt. (See Plicy sectin.180) [2] Suspense Checking Accunts Respnsibilities The Cntrller's Divisin will be respnsible fr the fllwing functins: Recncile all Treasury bank accunts. This functin may be delegated frm the Cntrller t the institutins. Analyze mnthly Banner expenditures by bank cde (e.g., bnd building fund, student activities fund and dnatin fund) and reimburse suspense checking accunts. This functin may be delegated frm the Cntrller t the institutins. Crdinate electrnic funds transfers and autmated clearinghuse transfers with the State Treasurer. This functin may be delegated frm the Cntrller t the institutins. Recncile cash impact f inter-institutinal transactins and transfer cash between institutin suspense checking accunts accrdingly. Act as liaisn with the State Treasurer's Office fr respnsibilities nt delegated t the institutins. Authrize institutin persnnel t disburse funds frm the Oregn State Treasury.

4 Create a prcess t prduce cash mdificatin reprts (FWRSBCD and FWRCAAD) at the Cntrller's Divisin and create a file f any unpsted inter-institutinal jurnal vuchers each week frm the institutin FIS database. Institutins will be respnsible fr the fllwing functins: Maintaining psitive cash balances in all funds at all times. Balances shall be mnitred bth within Banner and at the Treasury. Ultimate respnsibility fr maintenance f psitive cash balances is assigned t the Vice President fr Finance and Administratin at each institutin. This respnsibility may be further delegated within each institutin by the Vice President fr Finance and Administratin if frmalized within institutinal plicy. General Plicy Statement: In general, all funds shuld maintain psitive cash balances at all times. Exceptins: Cst Reimbursable Grant Funds By their nature, funds established t accunt fr cst-reimbursable grants require expenditure f funds in advance f the receipt f grant funds. If an institutin des nt recrd inter-fund lans t recgnize the substance f the negative balances in funds accunting fr cst reimbursable grants, psitive balances within the Educatin and General funds must be ffset with the negative balances f cst-reimbursable grant funds t prperly measure cmpliance with this plicy. In that case, funds within the Educatin and General funds grup perating ut f the same Treasury bank accunt must maintain sufficient cash balances t ffset negative balances within cst reimbursable grant funds. Operating Units with Multiple Funds It is recgnized that institutins may have units that perate ut f multiple funds. In thse cases, if the funds f the perating unit rll up t a single fund in the accunting system and thse funds all perate ut f the same Treasury bank accunt, the cntrl pint fr purpses f measuring the psitive balance mandate wuld be the rll-up fund. Individual funds within thse units may be negative but the ttal f the rll-up fund must be psitive at all times. Maintaining apprpriate internal cntrls ver delegated treasury peratins. Maintaining adequate security ver check stck and facsimile sftware. Cntrlling the internal check-writing prcess. Replacing lst r frged checks. Prviding the Cntrller's Divisin with timely data needed t perfrm its functins. Encding Banner fund cde recrds with crrect bank cdes (crdinate with the Cntrller's Divisin as needed).

5 Prcessing inter-institutinal transactins accurately and timely, and ensuring that interinstitutinal transactin ttals remain unchanged. Reviewing Bank Interfund Accunt Cntrl (FGRCASH) and GL Subsidiary Ledger Cntrl (FGRCTRL) reprts fr ut-f-balance cnditins daily. Additinal respnsibilities are assigned t institutins perfrming their wn Treasury recnciliatins and reimbursements: Recncile all institutin-specific Treasury bank accunts in a timely manner. Recmmended timeframe is within 15 days f the clse f each fiscal perid. Analyze mnthly Banner expenditures by bank cde (e.g., bnd building fund, student activities fund and dnatin fund) and reimburse suspense checking accunts. Determine that assignment f respnsibilities fr Treasury recnciliatins and reimbursements meet standards f internal cntrl, which includes segregatin f duties. Assignment f respnsibilities will be reviewed by the OUS Internal Audit Divisin. Perfrm certain liaisn functins with the State Treasurer's Office: Timely interactin with Treasury regarding ptentially fraudulent r cunterfeit checks and check encding errrs, based n daily mnitring f Treasury check data. In the event that a cunterfeit check is discvered, Treasury must be ntified within ne business day. Frged checks must be reprted within 18 mnths and altered checks must be reprted within six mnths. Interact with Treasury regarding Wires and incming ACH. Utilize the State Treasurer's apprved methd t prcess mnthly expense reimbursements. Current methd fr prcessing is thrugh the State Treasury ACH Netwrk (STAN). Crdinate with Treasury the receipt f electrnic check and depsit data. Prepare bank accunt requests and signature authrizatin frms fr submissin t Treasury. Nte that these frms will still be ruted t the Cntrller fr apprval and signature prir t submissin t the Treasury. Certify t the Cntrller that mnthly recnciliatin and reimbursement functins have been cmpleted. (See Prcedures sectin.710) Utilize the principles, standards and related requirements fr cash management prescribed by the State Treasurer. These requirements can be fund in the Oregn State Treasury Cash Management Manual. The manual can be accessed n the web at: TREASURY REVOLVING FUND CHECKING ACCOUNTS [1] Revlving Fund Checking Accunts Overview Under rare circumstances and when necessary fr efficiency, an institutin may be authrized t establish revlving fund checking accunts. Such accunts are perated n an imprest basis, which means that the exact amunt f fund expenditures is replaced peridically. [2] Revlving Fund Checking Accunts Apprval

6 Establishment f revlving fund checking accunts must be authrized by the Cntrller's Divisin and apprved by the State Treasurer. [3] Revlving Fund Checking Accunts Operatins Revlving fund checking accunts must nt be perated at negative bank balances. T meet this requirement, prcedures defined in the Prcedures sectin.100 must be fllwed..190 PETTY CASH FUNDS Petty cash funds may be established by each institutin's Business Affairs ffice t fund minr departmental expenditures fr which a prcurement card r ther purchasing prcedures cannt practically be used. These funds are perated n an imprest basis, which means that the exact amunt f fund expenditures is replaced peridically. At all times, the ttal f receipts plus cash n hand must equal the ttal f the petty cash fund. Institutins are respnsible fr establishing apprpriate internal cntrls and fr safeguarding the petty cash funds. Petty cash funds must be recrded n the institutin's balance sheet. Petty cash fund transactins must be entered in institutin accunting recrds n a timely basis. As petty cash funds are reimbursed, the expenditures are recrded in the accunting recrds..200 FORM The Treasury Recnciliatin and Reimbursement Certificatin Frm (PDF frmat) is used fr the mnthly Certificatin f Treasury Recnciliatin and Reimbursement prcess. (See Prcedures, sectin.710).690 CONTACT INFORMATION Direct questins abut this plicy t the fllwing ffices: Subject General questins frm institutinal persnnel General questins frm institutinal central administratin and Chancellr's Office persnnel Cntact Institutin Office f Business Affairs Chancellr's Office Cntrller's Divisin.695 HISTORY 01/20/05 - Apprved. This plicy supersedes FASOM Sectin 13.07: Purchasing -- Cash Management. Plicy Last Updated: 01/24/05

7 APPENDIX.700 REVOLVING FUND CHECKING ACCOUNTS PROCEDURES.710 CERTIFICATION OF TREASURY RECONCILIATION AND REIMBURSEMENT PROCEDURES.800 FORM The fllwing treasury management peratins prcedures are nt a part f the treasury management peratins plicy. They may be mdified by the Cntrller withut re-apprval f the plicy by the Senir Vice Chancellr fr Finance and Administratin..700 REVOLVING FUND CHECKING ACCOUNTS PROCEDURES As stated in the Plicy sectin.180[3], revlving fund checking accunts must nt be perated at negative bank balances. T meet this requirement, the fllwing peratinal prcedure must be fllwed: Enter revlving fund accunting transactins in institutin accunting recrds n a timely basis. Reimburse the revlving fund checking accunt fr any expenditures by generating a suspense check within FIS t the revlving fund. Institutins must depsit such suspense checks t revlving fund bank accunts immediately. These reimbursements are the nly depsits made t revlving fund checking accunts. As an alternative t the abve prcedure, institutins may determine an initial amunt t depsit in the revlving fund checking accunt; these funds cme frm the institutin's suspense accunt. The revlving fund bank accunt is reimbursed peridically as in the abve paragraph..710 CERTIFICATION OF TREASURY RECONCILIATION AND REIMBURSEMENT PROCEDURES [1] Summary This prcedure defines the requirement fr certificatin f certain distributed Treasury recnciliatin and reimbursement prcesses. [2] Scpe This prcedure applies t institutins that have been given delegated respnsibilities fr Treasury recnciliatin and reimbursement.

8 [3] Purpse The purpse f this prcedure is t encurage efficiency and prmte gd internal cntrl. [4] Certificatin f Certain Distributed Prcesses Each mnth, the institutinal Directr f Business Affairs, r designee, will certify that certain distributed recnciliatin and reimbursement prcesses have been successfully cmpleted. The prcesses cvered by this certificatin will be established by the Cntrller. This certificatin will be submitted t the Cntrller within tw weeks f the clse f each perid. Treasury Recnciliatin and Reimbursement Certificatin Frm (PDF frmat) [5] Designatin The institutinal Directr f Business Affairs will designate an institutinal emplyee respnsible fr recnciliatin and reimbursement f Treasury accunts. The institutin must determine that assignment f respnsibilities fr Treasury recnciliatins and reimbursements meet standards f internal cntrl. Assignment f respnsibilities will be reviewed by the OUS Internal Audit Divisin. This designatin will be cmmunicated in writing t the Cntrller. Als, a substitute will be designated t serve in that emplyee's temprary absence. [6] Exceptins A legitimate business need may be identified which wuld nt strictly cnfrm t these guidelines. If that ccurs, an exceptin may be requested. The Cntrller will evaluate the request and may grant an exceptin..800 FORM Treasury Recnciliatin and Reimbursement Certificatin Frm (PDF frmat) Appendix Last Updated: 01/24/05

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