Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

FINANCE
30.53
Revised 5-11
Controller's Office
335-9651

Cash Handling

PDF link

CASHIER'S SECTION

The Cashier's Section of the Controller's Office collects student tuition and fees, payments of obligations of students, staff, and the public to the University, and receives for deposit all monies collected by departments for sales and services.

Location and Hours

The Cashier's Section is located in French Administration 342 and is open from 8:00 a.m. to 5:00 p.m.

Deposit Times

Departments may make deposits from 8:00 a.m. to 3:30 p.m.

Account Questions

Direct questions concerning accounts due WSU to University Receivables rather than the Cashier. See 30.56.

SAFEGUARDS

Departments are responsible for the following measures:

All cash and checks must be physically secure at all times. Do not leave cash or checks unattended. Store cash and checks in a secure and locked location. Control and limit access to the storage location.

Segregation of Duties

Individuals who collect monies and/or write receipts may not prepare and/or make deposits.

Different individuals are to perform the following functions:

Departments are to segregate cash receipting functions from cash disbursement functions.

Exceptions

Some small departments may not have sufficient staff to meet segregation requirements. In such a case, the departmental administrator may request an exception from the Controller's Office. The exception request should include a description of other controls used to compensate for not segregating duties, e.g., supervisory review. Send a copy of the exception request to the Office of Internal Audit.

DEPOSITS BY WSU DEPARTMENTS

Prepare deposits as follows:

Machine Tapes

Prepare the following separate machine tapes of receipts:

These totals must match the amounts deposited by category as shown on the Cash Deposit Report. See "Silver/Currency/Checks/Bankcard" below.

Cash Deposit Report

Complete a Cash Deposit Report for each deposit. See the samples in the PDF version of 30.53.3.

Complete and/or print the PDF master forms on 30.53.7 (half-page form) and 30.53.8 (full-page form) to obtain copies of the Cash Deposit Report.

Supplies of the two-part form are available at the Cashier's Section. An automated template is available from the Procedures, Records, and Forms FileMaker Forms website at:

http://www.wsu.edu/~forms/fm.html

The following instructions are keyed to corresponding numbers on the sample.

Controller's Receipt Number (1)

This is completed by the Cashier.

WSU Receipt Numbers (2)

Indicate the numbers of WSU Receipt forms used to receipt the payments. Use the receipts in consecutive numerical order and indicate each series of receipts used. If the Receipt Log Sheet is used, enter the applicable Log Sheet Numbers.

Missing Receipt Numbers (3)

Enter missing receipt numbers. Explain missing receipt on an attached memorandum. See 30.52 for voided receipt procedures.

Account Coding (4)

Indicate the complete code for each account receiving the payment. Use a s eparate line for each account's summarized transactions.

NOTE: Account coding is not necessary for deposits of cash on account. Enter the amount only on the Cash on Account line at the bottom.

T.T. (5)

Indicate one of the following transaction types:

Sales Tax (6)

Indicate the sales tax total under Amount. Enter under Project the destination locality code. In accordance with state rules, sales tax rates are based upon the destination of the taxable item.

There are over 350 destinations available in the state of Washington. To identify the applicable tax rate, select the Rate Table link from the General Receivables Sales Tax Based on Destination website at:

http://www.wsu.edu/genreceivables/salesTaxDest.htm

Cash on Account (7)

A total or partial payment of a previous charge (may be cash or check). Enter only the amount received. Attach the yellow copy of the appropriate WSU receipt.

Silver/Currency/Checks/Bankcard (8)

Enter totals for each category. Prepare two machine tapes for each bundle of checks. Prepare one tape from the written check amounts and another from the numeric amounts on checks. Compare the two tapes to verify accuracy.

Verify the composition of the deposit. Compare the amounts for each mode of payment as recorded on receipts, log sheets, and machine tapes with what is actually deposited as recorded on the Cash Deposit Report.

TOTAL (9)

The total for Silver/Currency/Checks/Bankcard should equal the total under Amount.

Overages/Shortages

Investigate and correct, if possible, all overages and shortages. Record uncorrected overages and shortages as described in the appendix on 30.53.9-15.

Prepared By (10)

The individual who prepares the WSU Cash Deposit Report enters his or her name and signs the form.

Authorized By (11)

The primary or secondary individual who is responsible for the department's inventory of WSU Receipts enters her or his name and signs the form. The signer is verifying that any tests or reviews requested by the department supervisor have been performed.

At a minimum, the signer is to:

The same individual may not sign both Prepared By and Authorized By signature blocks. See 30.52 for WSU Receipt procedures. Facsimile signatures are not acceptable. If the primary or secondary individual is not available to sign the Cash Deposit Report, a supervising administrator may sign the form.

Recovery of Expenditure

Record recoveries of monies which were previously paid as follows (see below):

If the original transaction hasn't been processed and numbers are not available, contact the Accounts Payable supervisor in the Controller's Office.

Wrap Coins

Wrap all coins in appropriate coin wrappers. Write the department name and date on the wrapper. Coin wrappers are available at the Cashier's Section.

Currency

Rubber band dollar bills in groups of 20. Wrap 5-, 10- and 20-dollar bills in 100-dollar bundles of each denomination.

Deposits at WSU Pullman

University departments which receive funds on behalf of the University assume responsibility for the funds. Departmental responsibility terminates when funds are received by the Cashier's Section.

Hand Delivery

All deposits must be hand-delivered.

Departments are to hand-deliver checks and cash, yellow originals of completed WSU Receipts Forms, the machine tapes, and both copies of the completed Cash Deposit Report to the Cashier's Section.

Deposits by Units at Other Campuses

Units deposit payments in a local bank at least weekly. When total receipts are $100 or more, units deposit the funds within 24 hours of receipt, or the next working day if funds are received after normal University business hours. See 30.65 for bank account procedures.

Units are responsible for mailing bank deposit slips, copies of WSU Receipts, and Cash Deposit Reports directly to the Cashier in Pullman the day of deposit. Alternative procedures must be approved in advance by the responsible dean and the Controller.

DEPOSITS BY REGISTERED STUDENT ORGANIZATIONS

Direct questions concerning registered student organization accounts to the applicable campus financial services or campus contact office as indicated below:

See also 70.18.

See the PDF forms:
30.53.7: Cash Deposit Report (half-page)
30.53.8: Cash Deposit Report (full-page)
Complete and/or print as needed.

See the Appendix: Cash Overages and Shortages on 30.53.9-15 as needed.