CR-370 CASH RECEIPTS

CR-370 CASH RECEIPTS 370.1 UNIT DEPOSITING PROCEDURES 370.2 GENERAL INTERNAL POLICIES RELATING TO THE CASHIER 370.3 TIMELY DEPOSITS 370.4 PREPARING THE BANK DEPOSIT 370.5 CASHIER S CHANGE FUND POLICY AND PROCEDURES 370.6 SECURITY OF VAULT AREA & SAFES 370.7 COMBINATION/KEY(S) FOR SAFE 370.8 CHECK ACCEPTANCE PROCEDURES 370.9 RETURNED CHECK PROCESSING 370.10 COUNTERFEIT CURRENCY 370.11 SEPARATION OF RESPONSIBILITIES 370.12 RECORDING TO THE GENERAL LEDGER 370.13 GIFT PROCESSING & ANNUAL FUND DEPOSITS APPENDICES 370-A Deposit Log 370-B Deposit Transmittal 370-C Cashier s Daily Vault Cash Count Form 370-D Deposit Slip 370-E Cash Receipt 370-F Courier Log 370-G Coin Order Form 370-H Change Order Form 1

370.1 UNIT DEPOSITING PROCEDURES A. Policy The Foundation CFO has the responsibility for reviewing the procedures for proper accountability of cash receipts. A variation from established procedures requires the prior approval of the CFO. All units must document the deposit of cash and negotiables by obtaining a receipt or copy of the Deposit Slip (Appendix 370-D) that indicates the date, amount and initials of the person making the deposit. Enterprise deposits brought to the vault by the units themselves are to be documented in the cashier s Deposit Log (Appendix 370-A) by both the depositor and the cashier. Deposits delivered by 3rd party vendor (i.e. Dunbar) are documented by the copy of the Courier Log (Appendix 370-F). The Bookstore deposits are picked up by the 3 rd party vendor and taken directly to the bank. The Bookstore follows all other procedures covered in this document. B. Procedures for Depositing Counted Monies Counted deposits are those that have been counted by the depositing unit prior to being turned in to the Foundation Cashier. These are normally receipts from cash register sales and consist of cash, checks, and credit cards. Enterprise operations deposit the counted drawer drops. These deposits will be made in the following manner: 1. The deposit is compiled as follows: a. It should be verified that the Deposit Transmittals (Appendix 370-B) have been signed, the date of sales, project name and number, and amount. b. The cash bag must be sealed when received from the units by the vault cashier. 2. The money is deposited as follows: a. 3rd party vendor picks up cash bags from various unit locations and transports them to the Foundation. b. The deposits transported to the vault by 3rd party vendor are documented by the Courier Log (Appendix 370-F). Each unit has their own record book. Deposits brought down individually will be entered into the logbook and signed by the cashier and depositor. c. Deposits are counted. Any corrections to the deposit transmittal should be noted, with an additional explanation made in the Accounting Use Only block on the transmittal. 2

d. Foundation Accounting will notify the depositing unit of the actual deposit amount by cash receipt. 3. The Unit s deposit bags are opened and counted as follows: a. The cash is sorted by denomination. b. The currency and coin are counted by the cashier and supervisor or appointed administrative employee and listed on the Deposit Transmittal by denomination. c. The deposit is totaled on the Deposit Transmittal and submitted with the deposit in a sealed bag to the Foundation by a 3 rd party vendor. d. The Bookstore deposits are transported directly to the bank by the 3 rd party vendor. 4. The over or short amounts are determined as follows: a. The cashier opens the bags and counts the monies. The cashiers counts are compared to the Deposit Transmittal. b. In cases where the vault cashier discovers a discrepancy of $25.00 or more the vault cashier will immediately notify the department s unit manager of the discrepancy. c. In cases where the Bookstore s accounting technician discovers a discrepancy and if the variance is $25.00 or more, the discrepancy should be researched and the Bookstore Director and the Director of Enterprise Accounting should be notified. The reason for the variance should be noted on the bookstore s deposit report. d. Any variances in cash of $50.00 or more must be reported immediately to one of the following: Executive Director or Chief Financial Officer. e. In compliance with Executive Order No. 813 any actual or suspected theft, defalcation, fraud or irregularities, must be reported by the next business day to the following: Executive Director or Chief Financial Officer. 370.2 GENERAL INTERNAL POLICIES RELATING TO THE CASHIER The Cashier s vault change fund will be counted daily before the Cashier leaves at the end of the day, and verified by the Director of Enterprise Accounting or their designee. The count and verification are documented on the Cashier s Daily Vault Cash Count Form (Appendix 370-C). 3

Monies received will be deposited within one working day after receipt by the Cashier. 370.3 TIMELY DEPOSITS The Foundation Vault Cashier may receive deposits in several different ways depending on the type of unit operation. In each case, however, accountability and documentation must be maintained. The appropriate method in which deposits are received and the corresponding Cashier procedures are as follows: A. 3 rd party vendor delivers directly from Enterprise Units. 1. A completed Deposit Transmittal form must be with the deposits. B. Cashier receives deposit from a non-enterprise unit: 1. The depositor presents the deposit slip and funds to the vault cashier. (Appendix 370-D) 2. The cashier verifies the funds and gives or emails the depositor a cash receipt. (Appendix 370-E) C. All departments collecting monies on behalf of the Foundation must deposit the funds in a timely manner, as follows: 1. Units receiving more than $500.00 per day in cash, check or credit card receipts are required to bring their deposits to the Foundation cashier, the next business day or picked up per 3 rd party vendor s transport schedule. 2. Units receiving less than $500.00 per day in cash, check or credit card receipt are required to bring their deposits when they accumulate $500.00, or weekly, whichever comes first, to the Foundation Cashier. 3. Units are required to deposit all cash, checks and credit card receipt at least weekly, regardless of the amount collected. 4. If the staff fails to meet any of the above criteria, the Foundation General Accountant will notify the unit s manager/staff via email with a CC: to the Director of Enterprise Accounting and Unit Director. If the delay in depositing funds continues, the Unit Director will be notified, with a CC: to the Chief Financial Officer, Executive Director, Director of Enterprise Accounting and Dean (Vice President for Academic Affairs or Administrative Affairs if applicable). If the delay in depositing funds still continues, a meeting will be held with the Unit Director(s), Chief Financial Officer, Director of Enterprise Accounting, and Dean (Vice President for Academic Affairs or Administrative Affairs if applicable) to discuss and resolve the issue. 4

5. Under no circumstances are deposits to be forwarded to the Foundation Vault Cashier s Office through Campus mail. 370.4 PREPARING THE BANK DEPOSIT A. Campus Center and Bronco Student Center respectively have several bags per unit, which make one deposit each. Other unit s deposits, i.e. Kellogg West, Los Olivos, etc., are treated as individual deposits. The total of each unit s deposits are entered on the daily cash log. B. One set of bank deposit forms is completed for all cash deposits. The Foundation s yellow copy is given to the Accounting Specialist. For checks, an adding machine tape should be run and the total should be entered as the control total in the Desktop Deposit system. Checks are scanned through the system and a deposit confirmation sheet is printed and the total should match the adding machine tape. An adding machine tape of the cash by denomination should be added to the total deposit. The white and pink copies are placed with the deposit money in the deposits bag. The tape of checks and a Deposit Confirmation sheet, and the scanned checks are placed in a separate bag and kept in the safe for 6 months before being destroyed. Loose coin should be put into a coin envelope or small sealed bag. C. The bank deposit bag is sealed. The amount on the bag is usually equal to the total for the cash log, the exception is a deposit that is picked up and transported directly to the bank following a special event. D. This total should then be listed f or the 3 rd party vendor pick up. E. When the 3 rd party vendor arrives for the daily deposits he signs the log designating the total amount of the day s deposits. 370.5 CASHIER S CHANGE FUND POLICY AND PROCEDURES The Cashier s Change Fund is used for providing all necessary cash for authorized register change funds, purchase of coin and necessary cashing of checks. A specific amount is authorized and documented and the Change Fund must always balance to $18,000 in the safe. It is not to be used for any expenditure other than reimbursing other register funds and change. This Change Fund is the only authorized means of providing coin and currency from the cash room without the specific approval of the Director of Enterprise Accounting. It is the Cashier s responsibility to account for all transactions through this fund and maintain the appropriate mix of coin and currency for normal operations. When requesting currency from the bank the coin order limit is $10,000. A. Procedure to Order Currency and Coin 1. The Change Fund is inspected daily for checks and any overabundance of certain denominations of coin and currency. The Cashier completes a coin order form (370-G) to order the required denominations of coin and currency. 5

One copy of the Coin Order form is attached to the cashiers daily vault cash count for reconciling the change fund. (Appendix 370-C) 2. The completed Coin Order form is given to the Financial Analyst who will call in the order to the bank by the 10:30 a.m. deadline. B. Receiving Change Order from the Armored Vehicle Courier 1. It must be verified that the correct amount is received immediately while the courier is still in the cash room. C. Preparing Register Banks from Change Fund for Enterprise Units 1. The changing of the register bank amount is documented by writing down on the Deposit Transmittal the exact amount (by denomination) going to the Cashier. This amount is for buying back coin and small currency to begin the new register. It is a change fund revolving amount, not part of the deposit. Banks will be made up according to each individual register s specifications. Most units keep their register banks on site in a secured safe. 2. A Change Order form (Appendix 370-H) is completed showing the exact denominations going From Cashier and indicating to whom it goes. The person picking up the register banks must sign the Sign out Log. 3. The Change Order form is placed in the Change Fund as a Cash Out document for later reconciliation. D. Making Change 1. Both sides of a Change Order form are completed, i.e., what monies were given out and what was taken in. 2. The Change Order form is placed with the Change Fund for later reconciliation. E. Personal and Petty Cash Check Cashing Procedure 1. Personal checks of not more than $50.00 will be cashed for currently employed, central office, full-time Foundation employees working in Building #55 by the vault cashier during regular business hours. 2. Foundation issued petty cash reimbursement checks will be cashed by the vault cashier during regular business hours. F. Daily Reconciliation of Vault At the close of business every day, Change Fund monies are counted by the vault cashier and verified by the Director of Enterprise Accounting or his/her designee. 6

Using the Cashier s Daily Cash Count form, the total of cash should equal the Proof total at the bottom of the form: yesterday s cash, plus the coin order received from the bank (Cash In), less cash deposited to pay for today s cash/coin order (Cash Out). 370.6 SECURITY OF VAULT ROOM & SAFES A. At the close of each business day, the cash vault, Cashier s window, cash room door and all safes must be secured. B. The Director of Enterprise Accounting must be notified if the vault and or safes are left open for any reason. C. All keys and combinations must be continuously safeguarded. D. Only authorized persons are allowed into the vault room. The authorized persons are maintained on a vault room/safe access list which is kept on the inside door of the vault room. This list shows who has access to the vault room and who has access to the safe combinations. E. The alarm system must be functioning. The red light on the movement sensor should go on when a person passes in front of the beam. The silent alarm button and fire extinguisher should be kept unobstructed at all times. 370.7 COMBINATION/KEY(S) FOR SAFE A. When an individual having knowledge of the combination/key(s) leaves or no longer requires the combination/key(s) in the performance of his or her duties the combination/key(s) must be changed and a record of the vendor used and date last changed must be kept on the list of who has access to the vault room or safe, see list discussed under 370.6D. B. An accurate record must be maintained by the Authorized Signor/Unit Director, or their designee of when the vault/safe combination and/or key(s) were last changed. 370.8 CHECK ACCEPTANCE PROCEDURES This section relates to checks presented in payment for goods or services or as a donation to the Foundation. ACCEPTING CHECKS: Subject to limitations or exceptions stated below, checks are accepted by the Foundation in exchange for goods or services provided. 7

A. CONDITIONS FOR ACCEPTANCE: To be accepted, each check presented must: 1. Be payable to the Cal Poly Pomona Foundation Inc. except for a check payable to unit with a DBA (Doing Business As) name. 2. Be recently dated - no postdated or stale dated (i.e., dating no earlier than 30 days prior to the day of acceptance), if so the checks will be brought to the attention of the Authorized Signer/Unit Director via email by the Foundation cashier, see section 370.3 for further details. 3. Be properly signed or endorsed for deposit only by the presenter. 4. Be in agreement as to numeric and written amounts. 5. Be legibly written in ink or typed. 6. Have Federal Reserve routing codes printed as part of the MICR encoding at the bottom of the check. 7. Not be altered or grossly mutilated. 8. Not have any unreasonable restrictions placed on the face which excessively limit its application. 9. Contain sufficient information to permit tracing the presenter (e.g. address, telephone number, etc.). 10. Checks and Cash Equivalents bearing the legend Payable/Paid in Full are not to be accepted. B. VERIFYING PRESENTER IDENTIFICATION: IDENTIFICATION REQUIRED -Some form of identification, preferably one having a picture, must be checked to verify the identification of each presenter of a check. NOTE - The Cashier verifying the identification must initial the check. C. RESTRICTIVE ENDORSEMENT AND OTHER INFORMATION REQUIRED: ON ALL CHECKS ACCEPTED -before deposited with the Foundation cashier. All checks must be restrictively endorsed immediately or by the close of each business day. Endorsed check(s) held overnight must be located in a safe or vault in a secure location until deposited with the Foundation. If the total deposit is $500 or more the funds must be deposited in the Foundation the next business day or picked up per 3 rd party vendor s transport schedule. If the total deposit is less than $500 the funds must be deposited in the Foundation within a week or sent with the next 3 rd Party Vendor s scheduled pick-up.. 8

D. DISCREPANCY BETWEEN NUMERIC AND WRITTEN AMOUNTS: When the numeric and written amounts on a check do not agree, a new check should be requested. If a corrected check cannot be obtained, the check should clear based on the written amount. The written amount is entered above the numeric amount and circled. 370.9 RETURNED CHECK PROCESSING A. Checks may be returned unpaid by the banking system for a number of reasons; the primary causes of returns are non-sufficient funds, account closed and stop payment. Returned checks must be controlled during the process of attempting to collect on the returned amount. B. When the Financial System Department receives a notice of returned check from the bank, it is forwarded to the Accounts Receivable Specialist in the Accounting Department. The Accounts Receivable Specialist will send all returned checks to the Authorized Signer/Unit Director. The unit director has the responsibility of following up with the maker of the check or requesting the maker be sent to collections. C. NSF checks greater than one year old will be written off with the prior approval of the Chief Financial Officer and Executive Director. All Pledge/donation returned checks are referred to development for their follow-up. 370.10 COUNTERFEIT CURRENCY When a counterfeit note is received, the Cashier should: 1. Notify Campus Police by phone to pick up the counterfeit note. 2. Email Unit Director, with a CC: to the Executive Director, Chief Financial Officer, and Director of Enterprise Accounting. 370.11 SEPARATION OF RESPONSIBILITIES A. Separation of duties must be maintained when cash is received. No single person should have complete control over the entire process of receiving, processing applying a payment, preparing the bank deposit and verifying the deposit. B. The Cashier responsible for collecting cash, issuing cash receipts, and preparing the departmental deposit shall be someone other than the person verifying the deposit. Deposit verification is the responsibility of the General Accountant and Director of Enterprise Accounting. 9

370.12 RECORDING TO THE GENERAL LEDGER A. Bank deposits must be reviewed, approved and recorded to the general ledger in a timely manner. All bank deposits must be accounted for in the general ledger during the appropriate month. B. The Cashier with cash handling responsibilities cannot prepare and post journal entries. The General Accountant is responsible for preparing journal entries. All journal automatic and manual entries must be reviewed, approved, and posted by the Director of Enterprise Accounting or their designee. The preparer and reviewer/approver must be different persons. 370.13 GIFT PROCESSING & ANNUAL FUND DEPOSITS Donations made to the Foundation and the University are processed through the Gift Processing and Annual Fund departments. All donations are recorded in Gift Processing s Raiser s Edge system. Cash Receipts are produced as follows: 1. Each day donations are made to the Gift Processing department and to the Annual Fund, a deposit transmittal is printed from their system. The cash is submitted directly to the Foundation cashier in person. Checks are scanned through the Wells Fargo desktop deposit system directly to the bank. 2. Each deposit is documented in the cashier s log by both the depositor and the cashier. 3. The cash is sorted by denomination. The currency, coin and checks are counted and listed on the daily cash log. 4. The amounts of the deposits are verified with the deposit transmittals that are submitted with the deposits by the units. 5. Currency and checks are deposited to the bank as per guidelines specified in section 370.5 - Preparing the Bank Deposit 6. The deposit transmittals are sent to the Accounting Specialist for processing of the cash receipts. 7. The Accounting Specialist will verify cash, check and credit card totals from the deposit transmittal to the cash log, the check deposit reports, and to the credit card batch settlements. 8. Any discrepancies are discussed with Gift Processing. 9. The Accounting Specialist processes the batch through the GL and prints the cash receipts. Copies of the receipts are kept by the accounting department and the other set of receipts are sent back to Gift Processing or Annual Fund for their reconciliation. 10

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CAL POLY POMONA FOUNDATION, INC. DEPOSIT SLIP Department: Delivered By: Date: Extension: Prepared By: Authorized Signer Signature: To assist us with our review of this deposit, please provide a detailed description of the revenue, such as purpose, benefit and attach any supporting documents. Please refer to page two of this deposit slip for the types of revenue allowed per Executive Order 105 2 and the corresponding object codes. Payment Type CA CK CC Project Code Object Code Amount Detailed Description: Total $ * YOU MUST COMPLETE THE ABOVE PRIOR TO DEPOSITING AT THE FOUNDATION'S CASHIER * ** All departments collecting monies on behalf of the Foundation must deposit the funds timely defined as follows: Projects receiving more than $100.00 per day are required to make deposits with the Foundation cashier, the next business day. Projects receiving less than $100.00 per day are required to make deposits when they accumulate $100.00, or weekly, whichever comes first with the Foundation Cashier. Projects are required to deposit all cash and checks at least weekly, regardless of the amount collected. To review foundation cash receipt procedures click this link: Cal Poly Pomona Foundation Inc. CR-370 Revised 2/2011 Page 1 of 2

21 Last Revised 2/11/2015