The Center for Continuing Education REGISTRATION AND CASH HANDLING PROCEDURES MANUAL

The Center for Continuing Education REGISTRATION AND CASH HANDLING PROCEDURES MANUAL

Table of Contents 1. Registration Fees - Cash and Credit Card Handling Procedures.3 2. Check Deposit Form. 5 3. Refund and Cancellation Procedures..6 4. Refund Request Form..7 5. Deposit Preparation Instructions..8 6. Petty Cash Handling Procedures...14 2

Registration Fees Cash and Credit Card Handling Procedures Center for Continuing Education Clayton State University Participants can register for Continuing Education (CE) courses with cash, check, VISA, Mastercard, AMEX, Discover, company purchase order, voucher, or third party loan. Online registration is available 24 hours a day, seven days a week. All other forms of registration are available during regular business hours. Participants can register online using their credit card at any time, and the student can complete the entire transaction completely on their own. Participants can register by phone, using a credit card. The participant must give their personal information and credit card information to a member of the CE staff. Their registration is then processed manually. Participants can fax in their registration form listing their credit card number, the company purchase order or payment voucher. The registration is then processed by a member of CE staff. Participants can mail in their registration form accompanied by check, money order or credit card information written on the registration form, or company purchase order/payment voucher. Participants can register in person at any time during normal business hours with any form of payment that is accepted by CE staff. Participants paying with a check must register for courses at least 7 days prior to start date. Online registration fees are automatically processed through ClaytonPay (Pay Pal). An itemized listing of online registrations is printed from ACEware and included with the daily deposit. Phone registrations, faxed registrations, and registrations received by mail are input into ACEware as soon as possible, normally within 24 hours of receipt by the CE staff. The registrations are entered manually into ACEware following the procedures of the ACEware Users Manual. Participants who provide email addresses receive registration confirmation receipt via email. Those who do not have an email address will receive a printed registration confirmation by postal mail. Registrations for participants who register in person are processed (entered into AceWare) at the time of service, following the procedures of the ACEware Users Manual. The participant fills in a registration form, which includes their personal information and indicates the course they are registering for. When they present payment, a receipt is given at that time. After registrations are entered into ACEware, all paper registration forms are shredded for security and privacy issues. As a check and balance, transactions in ACEware and Pay Pal are reconciled daily by Accounts Payable Specialist. Printed reports from Pay Pal and ACEware are included with daily deposits to the University Business Office. 3

Credit card information is entered into ClaytonPay (Pay Pal) and an authorization number is transmitted to ACEware to confirm successful processing of the credit card. Credit card numbers are not stored in ACEware or accessible in ClaytonPay (Pay Pal) by CE Staff once registration is complete. All registrations coming in to the office marked company purchase order or payment vouchers are billed by way of an invoice sent from the CE Accounts Payable office. Then, the registration fee for that class is receipted by the CE Accounts Payable Office. As cash and check payments are received during the day they are placed in the CE Drop Box Safe. Each staff member receiving cash or check payments is required to print and sign a cashbox report and deposit in the CE Drop Box Safe at the end of business day. Only the CE Accounts Payable Specialist and trained reconciliation backup staff can open the safe. All cash and checks remain in the safe overnight and are processed with the next business day s deposit. Each morning, cash and checks are retrieved from the safe by the CE Accounts Payable Specialist. A deposit is then prepared to take to the University Bursar s Office. (See additional policy on Deposit Preparation). The correct account distribution is listed on each report, a copy of each report is made for CE records, and the deposit is placed in a designated bank pouch. It is then hand delivered to the University Bursar s Office. Copies of all CE deposit reports are kept in the CE Accounts Payable Specialist s office and are separated in a file by month. There are currently two members of the CE team who are trained to prepare the deposit. After the University Bursars Office processes the deposit, they send CE a copy of the deposit receipt. The deposit totals are verified with the amounts that were sent over, and the receipt is then stapled on top of the daily deposit report. 4

Refund and Cancellation Procedures Center for Continuing Education Clayton State University When a refund is issued to a participant because a course is cancelled due to insufficient enrollment, they are issued a 100% refund. When a participant requests a refund 7 days prior to the course starting date, a participant is refunded a full refund minus a $15 processing fee. For courses costing $500 or more, the processing fee is 10% of the total fee. Refunds where original payment was made with either VISA, Mastercard, AMEX, or Discover are processed through ACEware and Pay Pal using standard procedures. A refund receipt is then mailed to the participant by email if the email address is on file or by regular mail if an email address is not available. If original payment was made by cash, check, or money order, the refund is in the form of a check processed by the Procurment Services. The participant still needs to be cancelled out of the course in ACEware and a full or partial refund option must be selected. CE does not have the ability to cut checks. The check request form (example attached) is completed, signed by the Program Coordinator, and submitted together with the ACEware refund receipt to the Procurement Services. This office issues a check, and sends it to the participant. We notify participant that their refund should be processed and mailed out to them in two four weeks. 5

Clayton State University Refund Request Refund Information Office of Continuing Education Student Name: Address: City/State/Zip: Telephone #: Type of Refund Requested: Class CX Full Refund Escrow Other: Student Requested Transfer to Other Student Date of Request: Course #: Reason for Refund: Our refund policy requires seven (7) days notice prior to class start date for student requested cancellations. Please allow 4-6 weeks for a student requested refund to be processed. While credit card refunds may be processed sooner, please allow full refund period for check refunds. Unless the class is cancelled, your refund will be processed minus our $15.00 administrative fee. Courses with a registration fee of $500 or more will be processed minus a 10% administrative fee. Please fax this form to 678.466.5089 or mail to: Refund, Clayton State University, Center for Continuing Education, 2000 Clayton State Boulevard, Morrow, GA 30260. Please be sure to call our office at 678.466.5050 within the refund period to ensure that your refund request has been received. Student Signature Date Coordinator Approval For administration use only: Date: Processed Comments: Coordinator Signature 6

DAILY DEPOSIT RECONCILIATION The daily deposit reconciliation is compiled from reports generated from ClaytonPay Manager and AceWare. There are two reports needed from ClaytonPay Manager. ClaytonPay Manager The 1 st report is the Transaction Report which will list all transactions for date(s) selected. (see attached) The 2 nd report is the Summary Report which is a total of the transactions done on the date(s) selected. (see attached) 7

Petty Cash Handling Procedures Center for Continuing Education Clayton State University It is the policy of the Center for Continuing Education NOT to keep any petty cash. 8

ACCOUNTS PAYABLE POLICY & PROCEDURES POLICY The Center of Continuing Education will request payment for allowable obligations that are related to this division and are authorized, approved, and in compliance with Clayton State University policies and procedures. To expedite the process a check request form was developed and is used when requesting checks. The check request has a dollar limitation and can only be used for purchases that are not related to travel reimbursements, or purchase orders. 9

ACCOUNTS PAYABLE PROCEDURE Invoices are received and distributed to the responsible party for verification and approval. The approval consists of a signature, account number and department identification number. The invoice is then returned to the Accounts Payable Specialist to prepare a vendor check request. When the check request form is completed, it is forwarded to the Director of Continuing Education or his/her designee for signature of approval. Once final approval is obtained the check request form and all supporting documents are forwarded to Procurement. Copies of completed check request forms and supporting documents are kept on file in the offices of the Center for Continuing Education. Vendor Check Requests Go to www.clayton.edu Select Offices and Departments Select Procurement Services Scroll down to Account Payable Select Forms Select Check Request form Complete information provided on check request form Print 10

PAYROLL POLICY POLICY Any individual that teaches a course for Clayton State University, Center for Continuing Education will be compensated at a fair and reasonable rate in accordance with the University and Center for Continuing Education Policy. The Center for Continuing Education reserves the right to cancel any class. A signed agreement does not constitute nor guarantee employment. Payment of compensation is prepared according to the individual employment status. Regular and Part-time employees are paid monthly. Contractors are paid on a per diem basis. Regular/Part-time Employees Compensation for teaching a course will be made typically no less than one payment at the end of the first full calendar month following the completion of the course. Instructors will receive a payroll check with deductions for state and federal income taxes and retirement. In order to receive compensation, all necessary documents including signed contracts, lesson plans/syllabus, and signed class attendance/completion roster must be received by the Center for Continuing Education. Unless arrangements are made with Human Resources for direct deposit, paychecks will be mailed to the individual mailing address. (See Human Resources policy). Independent Contractors Compensation for teaching a course is on a per diem basis. In order to receive compensation, all necessary documents including signed contracts, lesson plans/syllabus, and signed class attendance/completion roster must be received by the Center for Continuing Education. Contractors are not eligible for direct deposit therefore all paychecks will be mailed to the individual mailing address. Split - Payments The split payment option is only applicable for courses lasting 8 weeks or longer. Instructors interested in this option must submit a signed Split Payment Request Form. Completed forms should be returned to the Center for Continuing Education designee. All forms are subject to final approval by the Senior Director of Continuing Education. 11

PAYROLL PROCEDURES Regular/ Part-time Employees Payroll is submitted in accordance with the Human Resources Department pay schedule. The schedule can be printed from the website and will list the actual due date(s). Using AceWare Click on Reports, Faculty, Check Requests Select (Additional Reports) click OK Select : Crs end date b/w 2 dates & faculty type (MJ) At the prompt enter the previous month (i.e. 01/01/2009 and 01/31/2009 for January payroll) Select the report: Payroll Schedule Print Select NO at prompt, Send report to printer. Review the payroll schedule to identify classes that may have been cancelled. To do this you will need to go back to AceWare. Using AceWare, go to the Yellow binoculars and type in the course number. You will be verifying that the class is active, the minimum number of student enrollment is met and the Instructor s name. Click on the Instructor s tab Make sure the pay type is correct, change the pay date to the actual date for payroll Choose an account number (each should begin with 18 ) Verify expense code 512100 Verify hours and sessions taught and the pay rate In the pay note field, type the pay date in this format (YYYYMMMDD, pay date 20090512) Click: Post to Ledger Click: Save Go to the Main page, click : Quick Reports Check name roster (only), click OK Select NO at prompt, Send Report to Printer 12

Exporting the File Go to Reports, Faculty, check requests Click on: Export to File, additional reports, then OK Select query, Payment note begins with At the prompt, type in the payment note information (i.e. 20090512) Select report titled: Payroll check request Double click on each of the following: INNAME1 INNAME3 LICRSE LIHOURS LIPAYRATE LIACCOUNT At the prompt, Type of Export file: scroll down to Microsoft Excel XLS, click Export Save the file to My documents or a file you created. When naming the file be sure to use something that you will remember easily (i.e. July2009 payroll,.xls) Make sure that.xls is added to the end of the file name. Change the Save as type to all files. Click: Save You will need to format the document onto an Excel Worksheet. The excel worksheet is the actual payroll report document that will be transmitted via email to a Human Resources representative (Karen Born) for processing. Now, you are ready to print the Payroll Check Request. You will need the signed Agreement and class roster as back-up documentation to attach to the Payroll Check Request. Printing Check Request Click on Reports, Faculty, Check request Select: Additional reports Select query: Payment note begins with At prompt: type in the payment note information Select report: Payroll Check Request Print Select YES at the prompt, Send Report to Printer. The check request, signed agreement and class roster are attached and filed in the individual instructor files. 13

Per Diem Payroll Per diems are processed on the 2 nd and 4 th Monday of each month. Using AceWare To print the payroll schedule: Click on Reports, Faculty, Check Requests Select (Additional Reports) click OK Select : Per diem by end date (MJ) At the prompt enter the previous month (i.e. 01/01/2009 and 01/31/2009 for January payroll) Select the report: Per diem Schedule(MR) Print Select NO at prompt, Send report to printer. Review the payroll schedule to identify classes that may have been cancelled. To do this you will need to go back to AceWare. Using AceWare, go to the Yellow binoculars and type in the course number. You will be verifying that the class is active, the minimum number of student enrollment is met and the Instructor s name. Click on the Instructor s tab Make sure the pay type is correct, change the pay date to the actual date for payroll Choose an account number (each should begin with 18 ) Verify expense code 512100 Verify hours and sessions taught and the pay rate In the pay note field, type the pay date in this format (YYYYMMMDD, pay date 20090512) Click: Post to Ledger Click: Save Go to the Main page, click : Quick Reports Check name roster (only), click OK Select NO at prompt, Send Report to Printer Printing Check Request Click on Reports, Faculty, Check request Select: Additional reports Select query: Payment note begins with At prompt: type in the payment note information Select report: Payroll Check Request Print Select YES at the prompt, Send Report to Printer. The original check request, signed agreement and class roster are forwarded to Procurement for final processing. A copy of the packet is filed in the individual instructor files. Per diem payroll check request are due on Procurement on Wednesday, no later than 12Noon. 14