UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES

Business and Financial Affairs

Financial Services

Sec. 704-10: Campus Cashiering Procedures

Responsible Office: Accounting & Fiscal Services
Revised: February 2011 (Reviewed July 2012)

References / Resources

Contact: Cashier's Office at (949) 824-6916

A. Cashiering Responsibilities

University employees who receive and handle cash and securities must follow and maintain the appropriate safeguarding, accountability, reporting, and audit controls as stated in the UC Business and Finance Bulletin BUS-49, Policy for Handling Cash and Cash Equivalents.

B. Payments

  1. Check Payments
    1. Accepting Checks

      Checks received by campus departments must:

      • be payable to The Regents of the University of California, or UC Regents
      • be in U.S. funds payable through a U.S. bank
      • have a complete address
      • show a current date (post-dated checks are not acceptable)
      • have the payer's bank branch information and personal account and routing numbers imprinted on the check.
    2. Endorsing Checks

      Campus departments that receive checks should follow the endorsement standards required by the Federal Reserve Board under the Expedited Funds Availability Act, Regulation CC. Checks should be endorsed upon receipt in accordance with Section 704-13, Campus Cashiering Check Endorsement Standards - Procedure.

  2. Cash Payments

    Cash payments (currency and coin) received by campus departments should be verified in the presence of the payer whenever possible, and a receipt should be issued documenting the transaction.

  3. Credit Card Payments

    University departments must seek approval to accept credit or debit cards in payment for goods or services through the Campus Credit Card Coordinator. Departments must demonstrate the ability to comply with the Payment Card Industry Data Security Standards (PCI-DSS) and the credit card policies established in BUS-49, Policy for Handling Cash and Cash Equivalents. Failure to certify compliance can result in the loss of credit card acceptance privileges as well as large fines to the University.

    Unless otherwise approved, credit card payments received by campus departments should be processed through the Campus Credit Card System (CCCS), which is PCI-DSS compliant. Access to this system requires set-up by your departmental security administrator (DSA). Contact the Campus Credit Card Coordinator or the Central Cashier Manager for information regarding CCCS and credit card acceptance.

C. Depositing Cash Receipts

  1. Sub-Cashier Deposits

    Sub-cashier collections are to be submitted to the Central Cashier in a tamper-proof security bag (contact the Central Cashier for ordering information). Whenever possible, deposits should be verified by two employees before submitting to the Central Cashier.

    1. Checks

      Checks are to be endorsed and bundled in batches of 250 or less, with a tape or list of each check and batch total.

    2. Currency

      Currency is to be submitted with the portrait face up and the bills facing the same direction. It should be banded by denomination with the appropriate currency straps in increments of 100. Any remaining currency should be contained with a rubber-band or paperclip. A tape or list with the cash breakdown and total should accompany the bundled currency.

    3. Coin

      Loose coin is to be counted and placed in an envelope with the amount indicated. If the coin is excessive, it should be packed and sealed in a separate tamper-proof security bag with the dollar amount written on the outside.

    4. Reporting by a Sub-Cashiering Station

      Through the Campus Online Deposit System (C.O.D.) use the Cash Collection Report to record sub-cashier deposit and account activity. A copy of the report is required per deposit with supporting details attached (register tapes, etc.).

      Reductions of recorded cash accountability; i.e., "voids" or "refunds," are to be supported with a copy of the document involved, explained, and approved in writing by the supervisor.

  2. Main Cashier Deposits

    Collections directly submitted to the University's depository bank by a main cashiering station must be verified by two employees and prepared as separate deposits by type:

    • Checks
    • Cash (currency and coin)
    • Coin, if the coin amount is excessive.
    1. Check Deposits

      All checks submitted to the University's depository bank are to be bundled in batches of 250 or less.

      There are options (below) for preparing checks for deposit to the University's depository bank. These include MICR encoding checks, sending checks to the bank unencoded, or using the depository bank’s Remote Deposit Services Online (RDSO). Contact the Central Cashier Manager for the best solution for your department and to place an order for bank deposit supplies.

      MICR Encoded Checks
      Main cashiering stations that use encoding equipment should MICR encode checks for the amount in which they are written. Bank Batch Headers and specific check deposit slips that indicate your department are required for an encoded deposit. Deposits should be packed in tamper-proof security bags supplied by the University's depository bank that specify the checks are pre-encoded.

      Unencoded Checks
      Main cashiering stations that do not have encoding equipment may send checks to the bank unencoded. Specific check deposit slips for unencoded checks that indicate your department should be used. Deposits should be packed in tamper-proof security bags supplied by the University's depository bank that specify the checks are unencoded. This method of depositing is not recommended for main cashiering stations that deposit large volumes of checks.

      Remote Deposit Services Online (RDSO)
      Main cashiering stations that deposit a large volume of checks should use the RDSO system. RDSO enables a main cashiering station to scan and electronically transmit check images to the University's depository bank for posting and clearing. A PC, an internet connection, and desktop scanner are required as well as set-up coordination between the UCOP banking services group, the University's depository bank representatives, and the Central Cashier Manager.

      When using RDSO, scanned paper checks must be secured and may be shredded after a minimum of 14 business days. Contact the Central Cashier Manager for information regarding this service.

    2. Cash Deposits

      Currency is to be verified and banded by denomination with the appropriate currency straps in increments of 100. Any remaining currency should be contained with a rubber band or paperclip. Loose coin should be counted and placed in an envelope with the amount indicated on the outside. If the coin amount is excessive, it should be sent as a separate deposit.

      Include a tape that notes the denomination amounts, coin, and grand total of the deposit. The deposit should be packed in a tamper-proof security cash bag provided by the University's depository bank. Use a cash deposit slip that indicates your department. Contact the Central Cashier to place an order for deposit supplies.

    3. Coin Deposits

      A separate coin deposit should be prepared when the amount of coin is excessive. Loose coin should be packed in a separate tamper-proof security cash or coin bag. Use a cash deposit slip that indicates your department. Contact the Central Cashier to place an order for deposit supplies.

    4. Deposit Tickets and Armored Carrier Log

      Each major cashiering station should have two sets of multi-part pre-numbered bank deposit tickets, one for cash and one for checks, with itsdepartment name and applicable location code imprinted on them.

      Deposit tickets are to be completed for each deposit, cash and/or check, submitted to the University's depository bank. Cash deposit tickets completed for excessive coin deposits should be placed in special envelopes provided by the bank. All deposits should be recorded in the armored carrier's "Customer Consignment Log." The signature of the courier is required at the time the deposits are picked-up.

      Deposit tickets and other bank supplies may be ordered through the Central Cashier. Order in advance of supply depletion and allow ample time for shipping. Notify the armored carrier to obtain a "Customer Consignment Log."

  3. Departmental Deposits

    Use the Campus Online Deposit System (C.O.D.) to make deposits to the Central Cashier. C.O.D. access requires set-up through SAMS by your departmental security administrator (DSA). All deposits submitted to Central Cashier must include a copy of the Deposit Advice generated through C.O.D. Checks received by departments must be endorsed with your department’s endorsement stamp. Write the C.O.D. deposit number on the face of each item (leading zeros are not necessary).

    Cash deposits must be delivered to Central Cashier in person so that a receipt may be issued. Check deposits may be delivered via inter-campus mail. To ensure same day delivery, check deposits may be dropped in the white mail boxes marked “Special Mail” found in various locations on campus. Pick-up times are posted on the outside of the mail boxes. Questions regarding C.O.D. may be directed to the Central Cashier.

D. Prospective Cashiering Employees

A criminal background check (including fingerprinting) is to be performed for all prospective cashiering employees. Questions regarding this procedure may be directed to the Central Cashier Manager.

E. Reporting Losses

For known or suspected misappropriation or mysterious disappearances of cash or securities, see Section 700-06, Guidelines for Reporting Improper Activities and for Filing Complaints of Retaliation for Reporting Improper Activities.