Cash Handling & Deposits Overview

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Start here if you are new – Introductory information to help you get started in Cash Handling & Deposits.


Overview on Cash or Cash Equivalent Receipt Policy

It is the policy of the California State University (CSU) that each Campus President is responsible for conducting all campus cash management activities in accordance with the policies and procedures established by the CSU Executive Vice Chancellor/Chief Financial Officer and/or his/her delegates. The President may delegate the responsibility for all cash management operations on the Campus to the Campus Chief financial Officer (CFO). State law and relevant California State University policy require that all money received for goods, services, or donations by the University, or any entity connected with the University be deposited in accounts approved by the University’s Chief Financial Officer (CFO). For more detail go to ICUSM 3101.02 Campus Administration of Systemwide Cash Management Policy


Definitions

Cash: United State currency and coins.

Cash Equivalent: checks and electronic fund transfers.

Change Fund: Change funds are used for the operation of cash registers and drawers to provide change.

Chief Financial Officer (CFO): the CSU Stanislaus Vice President of Business & Finance is the CSU Stanislaus Chief Financial Officer.


Overview on Cashier's Office

The Cashiers Office is responsible for the proper receipting of all payments made to the University including payment for registration fees and tuition, housing and meal plans, parking, transcripts and other miscellaneous fees including amounts paid by off campus vendors and the State Controller's Office


Overview on Cashier Office Locations

CSU Stanislaus, Turlock Campus, One University Circle, Turlock, CA 95382-3200.

Cashier Office is located in the Mary Stuart Rogers Educational Services Gateway building (MSR), building #27 on the campus map, first floor, Suite No. 100.

CSU Stanislaus, Stockton Center, 621 East Magnolia St., Acacia 1000, Stockton, CA 95202-1845

Cashier Office campus map


Overview on Cashier Office Hours

Regular Hours: Monday through Friday, 8 a.m. to 5 p.m.

Summer Hours (June through August), Monday through Friday, 7:30 a.m. to 4 p.m.


Overview on Satellite Cashiers

The CSU Stanislaus Chief Financial Officer (CFO) can designate a CSU Stanislaus employee as a Satellite Cashier at a sub-cashiering location. The Satellite Cashier is responsible for ensuring that Cash Management policies and procedures are followed. Tasks can be assigned to other staff at the satellite location but the Satellite Cashier has the ultimate responsibility. Cash and cash equivalent collections shall only be received at official cash collection points by designated cashiers.

The physical setup of all cashiering stations must be reviewed by Campus Risk Management personnel to ensure the safety of funds and personnel. Such reviews must be in writing and retained per campus fiscal records retention policy.


Overview on Receiving Cash Donations at Events

Campus departments or organizations may, on occasion, collect cash donations in support of their program. Departments must follow appropriate procedures to safeguard and protect any cash collected. Procedures for Receiving Cash Donations


Overview on Receiving Checks

The University may accept only checks made payable to “California State University”, “The Trustees of California State University”, the campus name, or reasonable variations thereof.

Checks accepted by the University must contain all legally required elements including:

  • Dating no earlier than 180 days prior to the day of acceptance (unless a shorter time period is clearly marked on the face of the check) and no later than the day of acceptance.
  • Legible and consistent amounts, both the numeric and written.
  • Valid signature by the account holder. 

Checks bearing the legend “Payable/Paid in Full” will not be accepted.

Checks drawn on foreign bank accounts may require authorization from the depository bank which could take up to 30 days from receipt.


Overview on Deposits and Transfers to the Bank

It is the policy of the CSU that Bank deposits be made on a timely and secure basis and are supported with appropriate documentation.

Collections made by cashiering locations depositing directly to the bank are deposited the same day as they are received, or at a minimum, on the following business day.  

Collections at other cashiering locations and departments are deposited at the designated main cashiering station at least weekly or whenever collections exceed $500.

The depositing location is able to reconstruct transmitted deposits if necessary. Hard or electronic scans of checks and other cash equivalents will facilitate this.

All bank deposits are accompanied by appropriate documentation, such as a numbered deposit slip, system generated counts, or other bank requirements.

Deposits are validated and prepared under dual custody so that all cash counts are confirmed by a second count performed by a different employee. The validation and preparation of cash deposits is conducted discretely in a safe and secure area.

Before a daily bank deposit is finalized, cashiers reconcile receipts to deposits.

Documentation signed by the preparer and recipient is maintained for each deposit to a main cashiering station from a cash-handling department or sub-cashiering station.

If cash transfers after business hours are necessary, a secure, locked receptacle is provided by the main cashiering station to allow for passive acceptance of deposits. Documentation is provided back to satellite stations confirming the amount of the deposit received after a count under dual control is conducted.

The main cashiering station records each deposit from a cash handling department or sub-cashiering station. A record of cash recorded and any overages or shortages is reported daily to the campus designated cash reconciliation unit. Supporting documentation is maintained (i.e., cash register audit tapes).

If electronic-mechanical or electronic cash registers are not in use, a report of account distribution of cash collections is sent daily to the campus’ cash reconciliation unit.


Unidentified Receipts

When a check is received that is not accompanied by an invoice or identifying documentation it is logged into a “uncleared collections account “in PeopleSoft Finance. An Accounts Receivable technician does the research necessary to determine the correct receipt coding.


Overview on Selling Goods on Campus

  1. The sale of goods on campus must be authorized by the appropriate delegated authorities:

    Sales by outside vendors in the quad must be approved by Student Leadership & Development, at 209-667-3061.

    Sale of goods by University departments must be approved by the Chief Financial Officer (CFO) or delegated authority

    Sale of goods by University auxiliaries must be approved by the auxiliary board and the Chief Financial Officer (CFO)

  2. Any items bearing the University logo, marks, and/or identifying words must be preapproved by the University Communications and Public Relations department. For more information go to the “Branding & Visual Identity" web page. In addition, said saleable items must be produce by a licensed manufacturer. For more information go to the “Logo & Trademark Licensing” web page.
  3. Except of Chartered Student Organizations, the sale of food on campus is restricted to the Foodservice Provider contracted by the CSU Stanislaus Auxiliary & Business Services on behalf of the University. Chartered Student organizations (registered with Student Leadership & Development) may obtain permission for four events per fiscal/academic year if the event meets the following criteria:

    The students or the organization on campus prepares food for the event.

    The organization agrees to pay $25.00 administrative fee to the university for the coverage provided by the University insurance program if the organization is preparing their own food. If Chartwells is the vendor no administrative fee is required.

    The organization receives appropriate training from campus personnel and is familiar with all relevant campus policies.

    The organization assembles its food service activity in an organized fashion, observes all reasonable health practices, cleans and removes all waste, residual food/beverage, and returns location to the state it was in before the event.

    The organization will submit copies of receipts for the expenses they incur for the event.