The University of Texas Health Science Center at San Antonio Cash Handling Procedures

The University of TexasHealth Science Center at San AntonioCash Handling TrainingPresented by: Office of the Bursar

1Cash Handling Training

What is a Cash Receipt Voucher?

3

Completing the CRV

The next 6 slides address the proper completion of the 4 boxes on the Cash Receipts Deposit Voucher, as well as the Verification Section at the top and the Preparers Section at the bottom. 5Verification Section

The Bursar Deposit Amount, in the *upper right hand corner, automatically calculates the deposit total. *Note: if this total is $RED or $BOLD, the amounts have not been properly entered, in one or more of the boxes.

Enter the date of the deposit, the Department ID and Name.

The Office of the Bursar Cashier will verify the deposit, then initial and enter the date the deposit was received.

The CRV will be stamped with a sequential number.

Top Box

Enter the account . The Account Codes can be found on the Office of Accountings website. Enter the Project ID, which is available from the department head or administrator.Enter a description for the deposit.Enter the total amount for each account listed.

Cash Box

Enter the name of each person who paid cash and the date it was received.Enter the amount received from each person.

Checks Box

Enter the name of the person the check is from.Enter the check number and date written on the check.Enter the date the check was received and the amount.

Credit Card Box

Enter the last four digits of the Merchant ID. This number is assigned by the UT servicer as part the credit card merchant setup, and is unique to each card type. (MasterCard, Visa, Discover or American Express )

Enter the Account. The General Ledger account number is issued by Accounting.

Enter the Project ID. This number is issued by the Office of the Bursar, during the merchant setup process.

Enter the total amount charged for each Merchant ID number.

Preparers Section

Print or type the name of the preparer and sign.

List a contact phone number.

Hand carry the original CRV and a copy, along with all cash, checks and credit card settlements, to the Office of Bursar.

*NOTE: interoffice mail does not provide adequate security.

Dont Forget!

Cash Receipt Deposit VoucherThe Office of the Bursar Cashier will verify the deposit, then initial and enter the date the deposit was received.

The CRV and the copy will be stamped with a sequential number and the copy returned for departmental records.

Types of Deposits

14Office of the BursarDeposits

15Office of Sponsored Programs Deposits

16Office of DevelopmentDeposits

17Cash Deposits

Prepare deposits > $500 within one business day

Transport in a concealed, secure manner

Large sums of cash require UT Police escort

Loose coins should be rolled and labeled

No interoffice mail of CRV deposits will be accepted

18Dont Forget!

Check DepositsJohn Q . Public 12/21/12123 Main StAnywhere USAPay to the order of:___________UTHSCSA___________ $500.00Five Hundred Dollars and 00/00_______________________________

For:_____tuitionJ.Q. Public

20Check DepositsDepartment of R&D D1000The University of TexasHealth Science CenterFor Deposit Only

BACK OF CHECK

21Credit Card Deposits

22Credit Card Deposits cont.

23Credit Card Deposits

Rebuttals and Chargebacks24Office of the Bursar Deposits The original CRV and a copy

Cash, checks, credit card receipts and settlement

Supporting documents and a list of all checks

25Office of the Bursar Deposits

Retain CRV copy for departmental records26HOP PolicyMonies may not be held from deposit for an excessive time.

Monies not collected on a daily basis should be deposited twice weekly.

Preparer and the Department Head are liable for deposit discrepancies.

Tamper proof bags for all deposits.

Reconciling

Reconciling Controls

29Daily Reconciling Controls

30Remote Campus Deposits

MondayTuesdayFriday

PER HOP POLICY

NO

deposits will be accepted through interoffice or intercampus mail.

Overages/Shortages

Counterfeit Currency

Theft

35Cash Handling Training

Expense reportFor Bursar's Office Use OnlyThe University of Texas Health Science Center at San AntonioInitials/Date:Cash Receipts VoucherBalance:0.0Bursar Deposit Amount:0.0DATE:DEPARTMENT:RECEIPT :AccountProject IDDescriptionAmountTotal Deposit0.0CASH DEPOSITPayorDate ReceivedAmount**If additional lines are needed please attach separate list. Input the total amount of the list on the first line.0.0CHECK DEPOSITPayorCheck #Check DateCheck ReceivedAmount**If additional lines are needed please attach separate list. Input the total amount of the list on the first line.0.0CREDIT CARD SALESType of CCAccountProjectAmount0.0PREPARED BY:SIGNATURE:Please PrintPHONE #:COPIES: ORIGINAL TO BURSAR'S OFFICE2ND COPY FOR DEPARTMENTRevised: DECEMBER 2007