Office of the Vice President for
Administration and Finance
SECTION: FISCAL INDEX: B-6
SUBJECT: CASH FUNDS AND CASH HANDLING
All cash transactions involving the University, its schools, or any department are subject to applicable state laws and regulations and University of Houston System (UHS) policies and procedures. All University employees have a fiduciary responsibility to the University to handle cash transactions accordingly.
The purpose of this policy, and UHV Policy B-7, Change Funds, is to provide principles and guidelines for the handling of all cash activities at the University of Houston-Victoria and all sites under UHV’s administrative management, including cash acceptance, cash fund maintenance, and the deposit of cash. This policy and its companion procedures apply to all university funds unless otherwise noted.
All University departments handling cash shall have detailed written procedures for handling and securing cash in place. These procedures shall be approved by either the Vice President for Administration and Finance or designee before handling cash, annually thereafter and any time departmental procedures are revised.
Cash is not to be accepted by any University employee for any purpose unless that employee has been authorized by the Department Head to handle cash for the purpose specified in the department’s approved written procedures. All employees authorized to handle cash shall sign an Acknowledgement of Receipt of Funds and Cash Policies and Procedures Form and complete required online training on an annual basis.
When a University employee or unit receives cash, it is to be deposited promptly into the appropriate, authorized university cost center in accordance with this document. Retention of cash received from outside sources for use as petty cash or change-making purposes is prohibited. Use of university change funds or cash receipts for cashing checks is prohibited.
The limits and restrictions defined in this document are the maximum allowable at the department level; individual schools or departments may choose to set more restrictive internal controls or limits for their areas.
All employees are obligated to report any suspected irregularity in the handling of cash (including the receipt or suspected receipt of counterfeit currency) in accordance with the SAM 01.C.04. Reports can be made in several ways as noted on the UHV Institutional Compliance website. (References)
See UHV Policy B-7, Change Funds, for policies and procedures concerning change funds.
Cash: For the purpose of this policy cash is defined as U.S. currency; personal, business, bank, and cashier’s checks; money orders; travelers’ checks; or foreign drafts (cash does not include foreign currency).
Cash Custodian: A person having a fiduciary responsibility to receive, monitor, and safeguard cash received or maintained within the area for any purpose. Cash custodians must adhere to the same standards of accountability as fund custodians.
Cash Handling Areas: Those areas or departments where cash is handled, through a change fund, and/or cash receipts.
Cash Receipts: Any cash received in checks and/or currency, for any purposes (i.e., revenues for goods, services, or events as fees, or as gifts).
Cashier-Finance Office: The university unit responsible for receiving and securing cash deposits for the University until bank deposits are made.
Change Fund: A fund established for the purpose of supporting a sales or service operation. The change fund is used to make change for direct purchases of goods or services or to support indirect services (such as copy machines and providing change for vending machines). See UHV Policy B-7, Change Funds.
Currency: For the purposes of this document, the coins and dollars of the United States. It does not include bank checks or other negotiable instruments.
Endowed vs. Non-Endowed Gifts: An endowment is established through a conditional gift with provisions that prohibit the spending of principal. Only investment income generated from the principal may be used. In a non-endowed gift, all of the funds can be spent although the donor may have restrictions on how the funds may be spent.
Fund Custodian: A person having a fiduciary responsibility to monitor and safeguard a change fund.
Petty Cash Fund: A fund established with a designated amount from which payments and reimbursements for small dollar expenses may be made. Petty cash funds are prohibited at UHV.
Refer to the REFERENCES section at the end of this document for a complete listing of policy sources and forms referred to within this policy.
Responsibilities of Department Heads
- Department heads are responsible for ensuring that change funds and cash receipts in their areas are managed in accordance with policy and that detailed written department procedures for handling and securing cash have been reviewed, approved and implemented to ensure adequate internal controls are in place. Department procedures are to be approved by the Vice President for Administration and Finance or designee before handling cash, on an annual basis thereafter, and any time that departmental procedures are revised. Written procedures for handling and securing cash shall include:
- Authorization of persons to accept cash
- Documentation of receipt
- Offsite collection procedures, if any
- Security of cash
- Reconciliation of cash
- Preparation and transmittal of cash to the Cashier-Finance office.
- Department heads have been delegated the authority by the Vice President for Administration and Finance to assign and authorize fund custodians and cash custodians. To ensure a system of checks and balances, a fund or cash custodian may not also have approval or reconciliation responsibilities for the department’s cost centers. If the separation of duties cannot be performed within a department due to insufficient staffing, additional supervisory review should be performed to validate and approve the cash receipt and monthly reconciliation processes.
- Department heads are responsible for ensuring that fund custodians and cash custodians complete the required annual online training and complete the Acknowledgment of Receipt of Funds Cash Policies and Procedures form before handling cash and annually thereafter.
- Cash must be physically safeguarded in a cash register, safe, locked drawer, locked file cabinet or similar device with a unique lock and key until transferred to the cashier’s office for deposit. Access to these secured areas shall be restricted to authorized employees. Cash must be transferred to the cashier’s office in a secure manner.
- All University department cash operations are subject to unannounced reviews by the Finance department and by UHS Internal Auditing staff.
Units with minimal exposure to cash may use the UHV Generic Cash Handling Procedures as their written procedures for cash handling.
- Checks, money orders, or credit cards are acceptable payment methods and should be encouraged. In cases where currency is the only means of payment, the currency must be secured and appropriately deposited in accordance with this policy and procedure. Any monies received by a department must be sent to the Cashier-Finance office as soon as possible. All checks must be payable to the University and restrictively endorsed by the department upon receipt:
- Departments are encouraged to accept payments only in U.S. funds. If foreign drafts (checks) are to be accepted for payment, the Finance Department should be contacted for further instruction prior to acceptance. Foreign drafts are to be deposited as separate transactions from domestic checks and cash, using separate deposit tickets, cash receipts, and bank bags. Service and banking charges incurred for the processing of foreign drafts will be charged back to the department accepting the foreign draft.
- Department heads may authorize cash custodians to accept credit card receipts using the processing application available from the UHS contracted banking services vendor only. This can be initiated by contacting the Finance department; information is available at the UHV Credit Card Processing webpage. The UHS Treasurer’s Office is authorized to negotiate credit card processing and related services on behalf of the system and has contracted for consolidated credit card processing with one vendor. Use of any other vendors or services to accept credit card payments, including establishing a website where credit card payments can be accepted, may not be in compliance with the existing banking contract and must be approved by the Vice President for Administration and Finance and the UHS Treasurer’s Office. (References)
For Deposit Only - University of Houston-Victoria
Department Deposits to the Cashier-Finance Office
- When cash is received in the department, the receipt must be documented by a cash custodian either using a dated, pre-numbered receipt, currency log, cash register tape, ticket or comparable documentation. A copy of receipt documentation (including voids) must be retained by the department. A Deposit Form-Cash and/or Deposit Form-Checks must be prepared and submitted with each deposit. Checks must be copied, the originals remitted, and copies retained by the department for a period of three years after the close of the current fiscal year in accordance with records retention. The only department excepted from this requirement is the Finance office.
- Cash custodians shall deliver deposits to the Cashier-Finance office. Deposits should be physically handed to the Cashier and not left unattended. Deposits of currency are to be counted immediately by the Cashier in the presence of the employee delivering the deposit and verified for agreement with the deposit form. Deposits of checks are to be counted and verified by the Cashier as soon as possible; the department will be notified immediately if any discrepancies are noted.
- Departments must follow these deposit requirements:
- Any cash/checks received totaling $100.00 or more must be remitted to the Cashier’s office within one working day of receipt.
- Any cash/checks received totaling less than $100.00 must be remitted within five working days after receipt.
Revenues from fees or services must be deposited into and managed in a cash recipient cost center authorized for that purpose by the Budget office. Cash recipient cost center requests are submitted to the Budget office via a Cost Center Action Form with a stated reason/purpose for the cost center. Fees and services require the prior authorization and approval of the department head, the Vice President for Administration and Finance and the Board of Regents. Requests for fees and charges should be submitted annually through the Budget office for the approval of the Vice President of Administration and Finance and the Board of Regents.
Unidentified payments to the University will be deposited into a suspense cost center until the proper recipient department can be identified. The recipient department will then prepare a journal to reclassify the deposit as revenue in the proper cost center.
Endowments and Gifts
Endowment gifts to the University are placed in the UHS Endowment Fund for investment and oversight purposes. Endowments are managed through the UHS Treasurer’s Office. All endowment gifts received by departments should be delivered to the UHV Department of University Advancement by a cash custodian within one working day. University Advancement will prepare a Gift Transmittal Form and send the funds directly to UHS Treasury with backup documentation. For gifts to endowments made through the UHV online store, within one day of receipt University Advancement will prepare a Gift Transmittal Form and send to UHS Treasury with a request to wire the funds to the UHS Endowment Fund. (References)
For all non-endowed gifts and donations received by departments, a Gift Transmittal Form will be completed by department personnel; this includes all gifts and donations regardless of form and includes cash, checks, professional services, property or equipment. The Gift Transmittal Form and a copy of the check and/or all related documents should be forwarded promptly to University Advancement. All non-endowed gifts and donations of cash should be delivered to the Cashier-Finance office by a cash custodian under the same guidelines as any other cash deposit. A copy of the Gift Transmittal Form should also be attached to the Deposit Form submitted to the Cashier. (References)
Cash shortages will be reported in the following manner:
- Individual shortages or overages of less than $10 may be charged against a department cost center using the cash over/short account.
- Individual shortages or overages of $10 or more, or cumulative annual shortages/overages of $40 or more, must be reported immediately to the Comptroller.
- Individual shortages or overages of $100 or more, or cumulative annual shortages/overages of $100 or more, must be reported immediately in writing to the Comptroller and the UHS Internal Auditing Department.
Returned checks other than payments on student accounts will be charged to the departmental cost center to which the check was deposited. The Finance department will be responsible for notifying the department of unpaid checks from their area. Any department that accepts checks will be responsible for collecting against a returned check. If a department’s collection efforts fail, the department should contact the Finance department for assistance in pursuing other measures to collect the funds.
A check for a payment posted to a student account that is returned unpaid by the bank will be posted to the student’s account as an NSF check by the Bursar’s office. The Bursar’s office will attempt to collect on student account returned checks.
Found monies should be surrendered immediately to the Office of the Vice President for Administration and Finance for deposit into a suspense cost center where they will remain for 30 days. If not claimed within 30 days, found monies will be deposited into miscellaneous income.
Institutional Deposits to the Bank
The Office of the Vice President for Administration and Finance will deposit funds with the bank within two working days after the total of the various departments’ cash remittances exceeds $5,000.00. If the total amount of cash remitted to the Cashier-Finance office is less than or equal to $5,000.00 during any one calendar week, then the Office of the Vice President for Administration & Finance will deposit funds with the bank no later than the Friday of the same calendar week. All funds delivered to the bank must be secured in a special one-time use tamper-proof bank bag prior to releasing for deposit. A UHV Security Officer or other authorized University employee will deliver the deposit to the bank.
For single currency transactions greater than $10,000 (or multiple transactions within the same business day from the same person totaling more than $10,000), refer to SAM 03.F.04, Cash Handling, Section 3.12, for instructions.
- UH System Administrative Memorandum 01.C.04, Reporting/Investigating Fraudulent Acts
- UH System Administrative Memorandum 03.F.01, Gift Acceptance
- UH System Administrative Memorandum 03.F.04, Cash Handling
- UH System Administrative Memorandum 03.A.06, Establishment, Maintenance, and Discontinuance of Credit Card Services
- UHV Policy B-7, Change Funds
- UHV Administrative Policy and Procedure, A-10, Donation Reports
- General Office Procedures Guide 5.8, Endowment Processing
- UHV Generic Cash Handling Procedures
- UHV Institutional Compliance Website - Reporting Fraud or Other Irregularities
- UHV Acknowledgement of Receipt of Funds and Cash/Payment Card Policies and Procedures Form
- UHV Credit Card Processing webpage
- Cost Center Action Form
- Deposit Form - Cash
- Deposit Form - Checks
Philip Castille, Ph.D.
Next review date: August 2016
Origination: Finance Department
Customer Service - 8/22/2014
BHP Billiton conference - 8/26/2014
Cash Generation - 8/27/2014
Governor's Small Business Forum - 8/28/2014
First Steps to Starting Your Own Business - 9/4/2014
UHV / American Book Review Reading Series - 9/4/2014
Volunteering Open House - 9/4/2014