UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

UCI Administrative Policies and Procedures

Section 701-07, Collection of Accounts Receivable - Procedure
Section 701-14, Procedure for Accounts Receivable - University Invoice
Section 704-10, Campus Cashiering Procedures
Section 704-13, Campus Cashiering Check Endorsement Standards - Procedure

A. Billing Procedures

1. The department creates a Departmental Bill. The billing department's name and address must appear on the bill and should also appear on the mailing envelope. (It is helpful to include a self-addressed return envelope so that payment is received at the correct departmental location.)

2. Amounts billed must be $20.00 or less.

3. Bills must be sequentially numbered.

4. A copy of each bill must be retained in departmental files.

5. Payments must be reconciled to the departmental bills.

B. Receiving and Recording Payments

1. Cash

A duplicate cash receipt should be issued. One copy should remain in the department for reconciliation and recording purposes, and the duplicate copy should be given to the payor. A receipt-in-duplicate book is available from Storehouse.

2. Checks

a. Checks should be made payable to "UC Regents"

b. Checks should have the current address of the payor (for collection purposes, if necessary).

c. Checks should always be copied and the copies retained in department records. Each copy of a check should be marked "non-negotiable."

d. The receipt of a check should be entered into a receipt book. This allows one source document (the receipt book) to contain all information on the receipt of cash and/or checks.

e. Checks should be endorsed immediately upon receipt. To acquire a department endorsement stamp contact the Central Cashier (see Section 704-13).

3. All payments must be kept in a locked receptacle, e.g., file cabinet.

C. Depositing Payments

1. Deposit monies, in person, with the Central Cashier (228 Administration) at least once a week, or more often if over $500 has accumulated.

2. Complete a Deposit Advice form (see Section 704-10) for each deposit to the Central Cashier. Maintain a copy of the Deposit Advice form in the department records.

3. The Cashier will deposit the monies and validate the Deposit Advice form.

4. The department's copy of the Deposit Advice form, copies of Departmental Bills, and the receipt book must be reconciled with departmental general ledger accounts.