The University of TexasHealth Science Center at San Antonio

Cash Handling TrainingPresented by Yvette Hernandez

Office of Bursar

AgendaCash Handling PoliciesDaily ProceduresSummary Questions

ObjectivesUnderstand your cash handling policies.Understand daily procedures.

Cash Handling PoliciesCash DrawersChecksOverages/ShortagesDepositsCounterfeit CurrencyOff Campus Transfers/DepositsTheft

Cash Handling PoliciesCash Drawers

• Remain locked & secured at all times.• Should not be shared.• Need to be balanced and closed out daily.• Not to be used for petty cash.• Not to be used for cashing checks.• Should have numbered receipts.

Cash Handling PoliciesChecks

• Payable to UTHSCSA.• Need to be endorsed with UTHSCSA Dept.

stamp.• Valid photo identification.

Cash Handling PoliciesOverages/Shortages

• Reported daily.• Must be documented.• $25/month must be investigated.

Cash Handling PoliciesDeposits

• Within one business day.• Verified by two individuals.• Summary Sheet• Secure bags

Cash Handling PoliciesCounterfeit Currency

• Confiscated & Segregated• No Credit• Counterfeit Note Report

Cash Handling PoliciesOff Campus Transfers

• Tamper proof bags• UT Police• No set schedule• Signed by Sending & Receiving Parties

Cash Handling PoliciesTheft

• Report Immediately!!• UT Police (210) 567-2800• Obtain police report• Replenish change fund with Police Report as

backup

Cash Handling Policies OverviewCash DrawersChecksOverages/ShortagesDepositsCounterfeit CurrencyOff Campus Transfers/DepositsTheft

Daily ProceduresOpeningTransactionsClosingWhere does everything go??

Daily ProceduresOpening

Daily Cash Count Sheet (Continued)

4. Count all cash and coin.5. Indicate cash & coins appropriately on

“Daily Cash Count Sheet” under “Opening Cash” area.

5. Save file.

Daily ProceduresTransactions

Cash TransactionCheck TransactionCredit Card TransactionVoided Transaction

Daily ProceduresOpeningTransactions

ClosingWhere does everything go??

Daily ProceduresClosing

Daily Cash Count Sheet (Continued)

5. Indicate cash & coins appropriately on “Daily Cash Count Sheet” under “Closing Cash” area.

6. Print 2 copies of the “Daily Cash Count Sheet.”

7. Save file.

Daily ProceduresClosing

Daily Cash Clearance Form1. Go to “Clearance Form” tab in “Cash Clinic”

file.2. Fill in heading just like “Daily Cash Count

Sheet.”

Daily ProceduresClosing

Daily Cash Clearance Form (Continued)

Cash on Hand:1. Fill in opening cash from “Daily Cash Count

Sheet”.2. Fill in closing cash from “Daily Cash Count

Sheet”3. Total Cash is a formula (Closing Cash –

Opening Cash)

Daily ProceduresClosing

Daily Cash Clearance Form (Continued)

Deposit:1. Total Cash is a formula from above2. Total Checks: Add all checks 3. Total Credit Cards: Add credit card forms4. Total Deposit is a formula adding everything

you have on hand.

Daily ProceduresClosing

Daily Cash Clearance Form (Continued)

Patient Receipts:1. Beginning Receipt # Used: Fill in the

beginning receipt number used.2. Ending Receipt # Used: Fill in the ending

receipt number used.3. Total Receipts is the number of receipts you

have on hand.

Daily ProceduresClosing

Daily Cash Clearance Form (Continued)

Patient Receipts (Continued):4. List Voided Receipts: List any voided

receipts here.5. Monetary Amount: Add all of your patient

receipts and fill in total.

Daily ProceduresClosing

Daily Cash Clearance Form (Continued)

Balancing:1. Total Deposit = Total Receipt2. If “Over/Short” has a total, please research

or report to supervisor.

Daily ProceduresClosing

Daily Cash Clearance Form (Continued)

Print three copies and save file.Sign and date all copies.

Daily ProceduresOpeningTransactionsClosing

Where does everything go??

Daily ProceduresWhere does everything go??

Should have the following items:• Cash• Checks• Credit Card Forms• Daily Cash Count Sheet – 2 copies• Daily Cashier Clearance Form – 3 copies

Daily ProceduresWhere does everything go??

• Locked Bag• Cash, checks, credit card forms, Daily Cashier

Clearance Form, Daily Cash Count Sheet• Copy of Daily Cashier Clearance Form

stays in Office for Recordkeeping• Daily Cashier Clearance Form, Daily Cash

Count Sheet

THANK YOU!!!Please contact me, Yvette Hernandez, by

by phone: (210) 567-6090 orby email: hernandezy2@uthscsa.edu

Please email me any suggestions for this training.