Cash Handling Cash Handling Policies & ProceduresPolicies & Procedures

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Types of Cash FundsTypes of Cash Funds

Change FundChange Fund

Temporary Change FundTemporary Change Fund

Petty Cash FundPetty Cash Fund

Temporary Cash FundTemporary Cash FundNote: Visit the University Administrative Manual for detailed Note: Visit the University Administrative Manual for detailed

policies and procedures. policies and procedures. http://www.unr.edu/vpaf/business_finance/forms/uam.pdf

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DefinitionsDefinitionsChange Funds:Change Funds:

An amount of cash held by a department or office An amount of cash held by a department or office and used to give change to customers when and used to give change to customers when they are paying for goods or servicesthey are paying for goods or services

Temporary Change Funds:Temporary Change Funds:

A Cash fund maintained for a specific short term A Cash fund maintained for a specific short term event used to make change to a customer event used to make change to a customer upon receipt of cash that exceeds the cost of upon receipt of cash that exceeds the cost of the product or servicethe product or service

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DefinitionsDefinitionsPetty cash fund:Petty cash fund:

An amount of cash held by a department or An amount of cash held by a department or office to pay for small incidental expenses on office to pay for small incidental expenses on behalf of the university. This fund is to be used behalf of the university. This fund is to be used when the university purchasing card is not when the university purchasing card is not accepted or not available.accepted or not available.

Temporary Cash Fund:Temporary Cash Fund:

A small cash fund established to make small A small cash fund established to make small dollar cash payments to participants in studies dollar cash payments to participants in studies approved by the university. approved by the university.

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DefinitionsDefinitionsImprest Basis: Each fund will be maintained on an imprest Imprest Basis: Each fund will be maintained on an imprest

basis, which means the cash in the fund and the basis, which means the cash in the fund and the receipts/documentation of expenditures made from the receipts/documentation of expenditures made from the fund must always add to the total fund amount.fund must always add to the total fund amount.

Custodian: The custodian must be a faculty or staff Custodian: The custodian must be a faculty or staff member and is ultimately responsible for the fund. member and is ultimately responsible for the fund.

Reimbursements: Reimbursements to the fund are made Reimbursements: Reimbursements to the fund are made when the custodian completes and submits the Petty when the custodian completes and submits the Petty Cash Reimbursement Voucher with supporting Cash Reimbursement Voucher with supporting documentation to Accounts Payable (AP). documentation to Accounts Payable (AP). Reimbursements are scheduled as needed, but made at Reimbursements are scheduled as needed, but made at least quarterly and within the same fiscal year as the least quarterly and within the same fiscal year as the expenses occurred.expenses occurred.

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Security and AccountabilitySecurity and Accountability

The custodian must secure the funds in a locked cash box The custodian must secure the funds in a locked cash box placed in a secured file cabinet or desk. The custodian placed in a secured file cabinet or desk. The custodian will maintain only 1 set of keys and reconcile the cash will maintain only 1 set of keys and reconcile the cash fund on a weekly basis. fund on a weekly basis.

Locks or combinations to safes or alarmed areas must be Locks or combinations to safes or alarmed areas must be changed whenever an employee having access to the changed whenever an employee having access to the safe or alarmed area leaves the office’s employment.safe or alarmed area leaves the office’s employment.

If the fund is lost or stolen, notify the Controller’s Office If the fund is lost or stolen, notify the Controller’s Office immediately and file a police report. Send a copy of the immediately and file a police report. Send a copy of the police report to the Controller’s Office.police report to the Controller’s Office.

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Security and AccountabilitySecurity and AccountabilityThe Controller’s Office will contact the custodian in May or June The Controller’s Office will contact the custodian in May or June

of each year to verify the fund balance and determine the on-of each year to verify the fund balance and determine the on-going necessity of the fund. Ask yourself, do you really need going necessity of the fund. Ask yourself, do you really need a petty cash or temporary cash fund????a petty cash or temporary cash fund????

When the fund is no longer needed the funds should be returned When the fund is no longer needed the funds should be returned to the Cashier’s Office for deposit into 1299-0005, the central to the Cashier’s Office for deposit into 1299-0005, the central university petty cash/change fund account.university petty cash/change fund account.

The Controller, NSHE Internal Audit or UNR campus auditors The Controller, NSHE Internal Audit or UNR campus auditors may make a surprise cash count of the fund to assure the may make a surprise cash count of the fund to assure the fund is intact and balanced.fund is intact and balanced.

If there is a change to the custodian of the fund, the Controller’s If there is a change to the custodian of the fund, the Controller’s Office must be notified by the custodian’s supervisor.Office must be notified by the custodian’s supervisor.

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Establishing a Cash Fund Establishing a Cash Fund A Dean/VP may request the establishment of any A Dean/VP may request the establishment of any of the cash fund typesof the cash fund types

Funds may be requested by sending a memo Funds may be requested by sending a memo and completed Request for Payment form and completed Request for Payment form (leave the account number blank) to the (leave the account number blank) to the Controller.Controller.

The memo must designate the custodian, The memo must designate the custodian, purpose and location of the fund including a purpose and location of the fund including a description of how the funds will be secured.description of how the funds will be secured.

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Establishing a Cash FundEstablishing a Cash Fund

If approved, a check will be issued in the name of If approved, a check will be issued in the name of the custodian from the central university petty the custodian from the central university petty cash/change fund account.cash/change fund account.

The custodian will be the authorized signer on the The custodian will be the authorized signer on the fund.fund.

Cash funds must be formally requested and may Cash funds must be formally requested and may not be independently created by withholding not be independently created by withholding cash from a deposit.cash from a deposit.

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UNR Petty Cash FundUNR Petty Cash FundLimits:Limits:

Reno Campus - $100.00Reno Campus - $100.00

All Other Areas - $250.00All Other Areas - $250.00

(Exceptions to the above limits may be (Exceptions to the above limits may be approved on an individual basis. Written approved on an individual basis. Written justification for the increase should be justification for the increase should be submitted to the VP or Dean for their approval submitted to the VP or Dean for their approval then forwarded to the Controller for final then forwarded to the Controller for final approval.)approval.)

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Maintaining the Petty Cash Maintaining the Petty Cash

The petty cash fund should be reimbursed at The petty cash fund should be reimbursed at least quarterly and must be reimbursed at the least quarterly and must be reimbursed at the end of each fiscal year.end of each fiscal year.

The custodian is responsible for coding the petty The custodian is responsible for coding the petty cash disbursements on the “Petty Cash cash disbursements on the “Petty Cash Reimbursement Voucher”. This form is Reimbursement Voucher”. This form is available in the forms directory at available in the forms directory at http://www.unr.edu/vpaf/controller/accounts-payable/petty-cash.html

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Maintaining the Petty CashMaintaining the Petty Cash

It is the responsibility of the custodian to coordinate It is the responsibility of the custodian to coordinate with the account manager any charges to the with the account manager any charges to the manager’s account and to obtain proper manager’s account and to obtain proper signature for accounts being charged. signature for accounts being charged.

Because the reimbursement check is made payable Because the reimbursement check is made payable to the custodian, the custodian’s direct supervisor to the custodian, the custodian’s direct supervisor (or higher) is required to approve the petty cash (or higher) is required to approve the petty cash reimbursement voucher.reimbursement voucher.

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UNR Petty Cash - UNR Petty Cash - Authorized Authorized Transactions or PurchasesTransactions or Purchases

The following lists authorized purchases from a petty cash The following lists authorized purchases from a petty cash fund only if the vendor does not accept the university fund only if the vendor does not accept the university purchasing card:purchasing card:

Miscellaneous postage, postage due, package mailing, Miscellaneous postage, postage due, package mailing, and PO box rentaland PO box rental

Freight bills, either in or outFreight bills, either in or out City/County dumping feesCity/County dumping fees Misc. supplies, services, or repairs. Services or repairs Misc. supplies, services, or repairs. Services or repairs

are NOT allowed if the vendor is doing business under are NOT allowed if the vendor is doing business under a social security number. The vendor would be an a social security number. The vendor would be an independent contractor.independent contractor.

Emergency purchases Emergency purchases

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UNR Petty Cash - UNR Petty Cash - UnauthorizedUnauthorized Transactions or Transactions or

PurchasesPurchasesThe following transactions are prohibited:The following transactions are prohibited:

Cashing personal checks for the convenience of the Cashing personal checks for the convenience of the employees or students.employees or students.

Short-term loans.Short-term loans. Purchase of new equipment.Purchase of new equipment. Purchase of radioactive or other hazardous materials.Purchase of radioactive or other hazardous materials. Travel claims or advances.Travel claims or advances. Any purchases where normal university procurement Any purchases where normal university procurement

procedures are available (PO Request, Request for procedures are available (PO Request, Request for Payment or Purchasing Card)Payment or Purchasing Card)

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Temporary Cash FundTemporary Cash Fund

For projects where the funds are disbursed For projects where the funds are disbursed all at once or over a short period, the all at once or over a short period, the custodian must submit to AP the Petty custodian must submit to AP the Petty Cash Reimbursement Voucher which lists Cash Reimbursement Voucher which lists the names of the participants paid, the the names of the participants paid, the amount of cash distributed and the amount of cash distributed and the account number to be charged at the end account number to be charged at the end of the project.of the project.

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TemporaryTemporary Cash Fund Cash Fund

For projects with participant payment that For projects with participant payment that cover multiple cycles or occur over an cover multiple cycles or occur over an extended period of time, cash should be extended period of time, cash should be requested only in the amount needed for requested only in the amount needed for each cycle.each cycle.

The reimbursements are to be scheduled as The reimbursements are to be scheduled as needed, but must be made at least quarterly needed, but must be made at least quarterly and within the same fiscal year as the and within the same fiscal year as the expenses occurred.expenses occurred.

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TemporaryTemporary Cash Fund Cash Fund

Any remaining cash at the end of the project Any remaining cash at the end of the project needs to be returned to the Cashier’s Office needs to be returned to the Cashier’s Office for deposit into account 1299-0005.for deposit into account 1299-0005.

The fund must only be used for the purpose The fund must only be used for the purpose the Dean or VP requested and approved by the Dean or VP requested and approved by the Controller. These funds may not be the Controller. These funds may not be used to make purchases for the department used to make purchases for the department or project.or project.

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Change Fund Change Fund

Change funds must be formally requested and Change funds must be formally requested and may not be independently created by may not be independently created by withholding cash from deposits.withholding cash from deposits.

Change funds must be maintained at a Change funds must be maintained at a constant balance with revenues collected constant balance with revenues collected from sales deposited as required by the from sales deposited as required by the cash handling policy.cash handling policy.

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Change FundChange FundIn order to maintain the fund at a constant balance, all In order to maintain the fund at a constant balance, all

over and shorts must be recorded using the over and shorts must be recorded using the appropriate revenue and sub-revenue code and appropriate revenue and sub-revenue code and must reference the responsible person. This can be must reference the responsible person. This can be accomplished with the Petty Cash Reimbursement accomplished with the Petty Cash Reimbursement Voucher located at Voucher located at http://www.unr.edu/vpaf/controller/accounts-payable/petty_cash_2007.pdf

All funds received must be deposited promptly with the All funds received must be deposited promptly with the Cashier’s Office.Cashier’s Office.

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Temporary Change Fund Temporary Change Fund

Temporary change funds may be requested for Temporary change funds may be requested for special, one time events for which change is special, one time events for which change is needed. needed.

The request must have the date the fund is to be The request must have the date the fund is to be returned.returned.

These funds should be closed out as soon as These funds should be closed out as soon as they are no longer needed and should be they are no longer needed and should be delivered to the Cashier’s Office for deposit delivered to the Cashier’s Office for deposit into 1299-0005.into 1299-0005.

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Deposits of Deposits of CashCash Receipts ReceiptsAll funds from whatever source for which the All funds from whatever source for which the university or university-related entity is responsible university or university-related entity is responsible are to be deposited on a timely basis with the are to be deposited on a timely basis with the Cashier’s Office or with the UNR Foundation Cashier’s Office or with the UNR Foundation Accounting Office. The following are requirements Accounting Office. The following are requirements and restrictions:and restrictions:

All funds received must be deposited with the Cashier’s All funds received must be deposited with the Cashier’s Office or with the UNR Foundation.Office or with the UNR Foundation.

Receipts in excess of $250 must be deposited within 24 Receipts in excess of $250 must be deposited within 24 hours of receipt.hours of receipt.

Lesser amounts must be deposited within 72 hours of Lesser amounts must be deposited within 72 hours of receipt.receipt.

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DepositsDeposits of Cash Receipts of Cash ReceiptsPre-numbered receipts must be issued by the collecting Pre-numbered receipts must be issued by the collecting

department for all cash/checks received which are not department for all cash/checks received which are not subject to a cash register, ticket sale, or other appropriate subject to a cash register, ticket sale, or other appropriate control.control.

Checks should NOT be accepted in amounts in excess of the Checks should NOT be accepted in amounts in excess of the purchase or original transaction.purchase or original transaction.

Under NO circumstance shall any member of the faculty, staff Under NO circumstance shall any member of the faculty, staff or student body realize personal gain through the handling or student body realize personal gain through the handling of such funds.of such funds.

Deposits received in the Cashier’s Office or UNR Foundation, Deposits received in the Cashier’s Office or UNR Foundation, must be counted & receipted in the presence of the courier. must be counted & receipted in the presence of the courier. Under NO circumstance are funds to be left uncounted. Under NO circumstance are funds to be left uncounted. Funds left uncounted will NOT be receipted and credited to Funds left uncounted will NOT be receipted and credited to the department’s revenue account until a representative is the department’s revenue account until a representative is present to witness the count.present to witness the count.

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Deposits of Cash ReceiptsDeposits of Cash Receipts

Departments with substantial cash receipts will be required to Departments with substantial cash receipts will be required to write up their own bank deposits. The deposits will be write up their own bank deposits. The deposits will be delivered to the Cashier’s Office or picked up for delivery to delivered to the Cashier’s Office or picked up for delivery to the bank by armored car service at the departments the bank by armored car service at the departments expense. Instructions for preparing deposits and how to expense. Instructions for preparing deposits and how to obtain cash bags or tamper proof plastic bags will be obtain cash bags or tamper proof plastic bags will be provided by the Cashier’s Office.provided by the Cashier’s Office.

Cash may be secured overnight or during the weekend by Cash may be secured overnight or during the weekend by delivering funds in sealed bags to the Cashier’s Office delivering funds in sealed bags to the Cashier’s Office during normal business hours. Deposits of cash from other during normal business hours. Deposits of cash from other than local Reno departments may be directly deposited into than local Reno departments may be directly deposited into Bank of America. Arrangements for these actions must be Bank of America. Arrangements for these actions must be made through the Cashier’s Office where written made through the Cashier’s Office where written instructions and deposit slips for these procedures are instructions and deposit slips for these procedures are available.available.

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Deposits of Deposits of CashCash Receipts Receipts

Cash collected during weekend or holiday events must Cash collected during weekend or holiday events must be secured in a safe until the cash can be delivered be secured in a safe until the cash can be delivered to the Cashier’s Office or picked up by armored car to the Cashier’s Office or picked up by armored car service . service .

Cash security questions should be addressed with the Cash security questions should be addressed with the Controller.Controller.

In NO event should cash or coin be sent through In NO event should cash or coin be sent through campus mail for deposit. Checks sent through campus mail for deposit. Checks sent through campus mail must be endorsed on the back using a campus mail must be endorsed on the back using a university endorsement stamp obtained from the university endorsement stamp obtained from the Cashier’s office.Cashier’s office.

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DepositsDeposits of Cash Receipts of Cash Receipts

Neither the Cashier’s Office or UNR Foundation will Neither the Cashier’s Office or UNR Foundation will assume responsibility for funds NOT handled in assume responsibility for funds NOT handled in accordance with these procedures.accordance with these procedures.

NO bank accounts or investment accounts other than NO bank accounts or investment accounts other than those specifically approved by the Board of those specifically approved by the Board of Regents are allowable for the university or any Regents are allowable for the university or any university-related entity.university-related entity.

Transport of cash in the amount of $1,000 or more Transport of cash in the amount of $1,000 or more must be performed by two employees.must be performed by two employees.

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Deposits of Cash ReceiptsDeposits of Cash ReceiptsSupporting documentation for cash receipts are Supporting documentation for cash receipts are

subject to the records retention schedule, (6 prior subject to the records retention schedule, (6 prior fiscal years plus current fiscal year). Cash fiscal years plus current fiscal year). Cash receipts documentation is comprised of relevant receipts documentation is comprised of relevant evidence supporting the amount and type of evidence supporting the amount and type of receipt. Supporting documentation consists of receipt. Supporting documentation consists of sales reports, receipt books, cash register tapes, sales reports, receipt books, cash register tapes, close-out sheets and duplicate deposit slips.close-out sheets and duplicate deposit slips.

For departments with multiple cashiers the cash For departments with multiple cashiers the cash drawer must be reconciled at the end of each drawer must be reconciled at the end of each shift or whenever the cashier changes. The shift or whenever the cashier changes. The reconciled deposit for each cashier must be reconciled deposit for each cashier must be sealed in a tamper proof bag for deposit.sealed in a tamper proof bag for deposit.

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Payment Card Industry Data Payment Card Industry Data Security Standard (PCI DSS) Security Standard (PCI DSS)

Visa, MasterCard and Discover have created the Visa, MasterCard and Discover have created the PCI DSS Council to manage a common set of PCI DSS Council to manage a common set of data security standards for merchants that data security standards for merchants that accept payment via credit cards. All entities accept payment via credit cards. All entities that store, transmit, or process credit card data that store, transmit, or process credit card data are required to adhere to these standards. The are required to adhere to these standards. The university and all of its departments that university and all of its departments that process credit card transactions must comply process credit card transactions must comply with these standards prior to August 2009.with these standards prior to August 2009.

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Accepting Credit CardsAccepting Credit Cards

If a department decides they would like to If a department decides they would like to accept credit cards, the department first accept credit cards, the department first contacts Cindy Erskine in the Controllers contacts Cindy Erskine in the Controllers Office at 784-1453.Office at 784-1453.

Cindy will then ask the department to Cindy will then ask the department to email the Controller asking permission email the Controller asking permission to accept credit cards. to accept credit cards.

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Accepting Credit CardsAccepting Credit Cards

The email to the controller should include the following:The email to the controller should include the following: Department contact person responsible for the credit card Department contact person responsible for the credit card

account and phone number.account and phone number. Address: 1661 N. Virginia Street Mail Stop ______ Reno, Address: 1661 N. Virginia Street Mail Stop ______ Reno,

NV 89557.NV 89557. Approximate Approximate annualannual Visa/Mastercard amount. Visa/Mastercard amount. Average ticket amount – estimate of batch or daily deposit.Average ticket amount – estimate of batch or daily deposit. Customer Service Phone Number. This number will Customer Service Phone Number. This number will

appear on the cardholder’s credit card statement.appear on the cardholder’s credit card statement. The name for the credit card account. Keep in mind this is The name for the credit card account. Keep in mind this is

the description that will show on your customers credit the description that will show on your customers credit card statement to identify the charge. It may be up to 25 card statement to identify the charge. It may be up to 25 characters (including spaces) and should begin with UNR.characters (including spaces) and should begin with UNR.

UNR department account number to charge the bank UNR department account number to charge the bank discount fees and cost of the credit card machine. discount fees and cost of the credit card machine.

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Accepting Credit Cards Accepting Credit Cards

The Controller will email Wells Fargo (with a copy to The Controller will email Wells Fargo (with a copy to Cindy Erskine, and the department contact) to Cindy Erskine, and the department contact) to approve a new university account to be set up. approve a new university account to be set up.

Once the department receives the Controller’s email Once the department receives the Controller’s email to the bank, the department may then contact to the bank, the department may then contact Wells Fargo directly to get equipment and web Wells Fargo directly to get equipment and web processing information.processing information.

The bank will also supply set up costs and answer The bank will also supply set up costs and answer any other technical question the department may any other technical question the department may have.have.

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Accepting Credit CardsAccepting Credit Cards

After the bank sets up the account, they will email After the bank sets up the account, they will email Cindy and the department with the new account Cindy and the department with the new account number. number. (Note: Cindy will automatically set up American (Note: Cindy will automatically set up American Express and Discover accounts, as well as Wells Fargo Express and Discover accounts, as well as Wells Fargo Visa/Mastercard unless instructed differently.)Visa/Mastercard unless instructed differently.)

Cindy will send the department a sample balance Cindy will send the department a sample balance sheet form to modify for their department sheet form to modify for their department

This form must be completed after closing the batch This form must be completed after closing the batch or machine daily. Send the completed form to the or machine daily. Send the completed form to the Cashier’s Office with the account number to be Cashier’s Office with the account number to be credited. credited. This is how the credit card transactions are recorded This is how the credit card transactions are recorded into your account.into your account.

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Sample – Credit Card Balance Sample – Credit Card Balance SheetSheet

University of Nevada Reno – Credit Card Balance SheetUniversity of Nevada Reno – Credit Card Balance Sheet

Department NameDepartment Name

Name of preparer / preparers phone # / MS #Name of preparer / preparers phone # / MS #

  

Date:           _______________Date:           _______________

Batch Date:  _______________Batch Date:  _______________

Batch #:       _______________Batch #:       _______________

Visa / MC Amount: _______________________Visa / MC Amount: _______________________

Discover Amount:   _______________________Discover Amount:   _______________________

AMEX Amount:      _______________________AMEX Amount:      _______________________

Grand TotalGrand Total:           ______________________:           ______________________

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AcceptingAccepting Credit Cards Credit Cards

Monthly, the Controller’s Office will prepare a Monthly, the Controller’s Office will prepare a Journal Voucher (JV), to charge all Journal Voucher (JV), to charge all departments for their discount fees. This departments for their discount fees. This JV will show each credit card type and JV will show each credit card type and discount fee separately. The JV will be discount fee separately. The JV will be processed as a JV upload with a number processed as a JV upload with a number beginning with 1AT.beginning with 1AT.

Statements will be sent to the department Statements will be sent to the department contact monthly. contact monthly.

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Questions?Questions?

THE ENDTHE END

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