1/29/201 WA S H I N G T O N S T AT E 6 U N I V E R S I T Y Cash Handling Cash Handling Training Training Presented by: esented by: WSU C U Cont ntrol roller’ r’s s Of Office Revised May 2012 The following two slides identify important cash handling resources discussed in this training: • The first slide lists various cash handling forms and where to obtain them. • The second slide lists the sections in the Business Policies and Procedures Manual (BPPM) that pertain to the topics of this presentation. FORM LOCATION WSU D-RecEIPT -- CONTROLLER’S WSU D-RecEIPT AUTHORIZATION -- BPPM 30.52.7 WSU RECEIPT REQUEST -- BPPM 30.52.8 RECEIPT LOG SHEET -- CONTROLLER’S CASH DEPOSIT REPORT -- CONTROLLER’S INVOICE VOUCHER -- CENTRAL STORES Template-WSU Hrz 201.ppt 1
1/29/201 WA S H I N G T O N S T AT E 6 U N I V E R S I T Y BPPM FINANCIAL FINANCE -- BPPM SECTION 30 ACCOUNTING FOR WSU MONIES -- BPPM 30.02 PETTY CASH -- BPPM 30.50 TILL CASH -- BPPM 30.51 WSU RECEIPTS -- BPPM 30.52 CASH HANDLING -- BPPM 30.53 REFUNDS -- BPPM 30.55 CASH REGISTERS -- BPPM 30.59 OBJECTIVES OF COURSE • Safeguarding Monies • Receipt and Deposit Money • WSU Receipt Authorization • Use of Revenue Codes • Dealing with Foreign Currency • Handling Returned Checks • Reimbursing Petty Cash • Process Refund of Revenue • Review Internal Control Policies See BPPM SECTION 30 SAFEGUARDING MONIES • Deposit weekly or when receive $100 • Cash never left unattended • Cash counted out of view of customers • Limit access to cash and vaults • Cash locked up (no common locks) • Endorse checks upon receipt Template-WSU Hrz 201.ppt 2
1/29/201 WA S H I N G T O N S T AT E 6 U N I V E R S I T Y BASIC DEPOSITS BASIC DEPOSITS Whether a deposit consists of revenue or recoveries of expenditures, the basic receipting and depositing is the same. The following steps are taken when depositing funds to the WSU cashier’s section. BASIC DEPOSITS BASIC DEPOSITS (include) (include) WSU D-Receipts & log sheets Cash deposit report Two calculator tapes on checks Wrap coins in wrappers Three copies of deposit slips D-RECEIPT D-RECEIPT It is state and university policy to issue a receipt for each instance that money is received. WSU has adopted the use of the WSU D-Receipt and WSU Logsheet to account for issuing receipts, or, accounting for money received on behalf of WSU. Template-WSU Hrz 201.ppt 3
1/29/201 WA S H I N G T O N S T AT E 6 U N I V E R S I T Y D-RECEIPT D-RECEIPT The following slides give an example of • a D-Receipt and how to complete the form. • A D-Receipt should always be prepared for all cash sales. • Checks can be listed on the WSU Logsheet. WSU RECEIPT WSU RECEIPT WASHINGTON STATE UNIVERSITY WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025 PULLMAN, WA 99164-1025 RECEIPT FOR: RECEIPT FOR: Customer Order No. Customer Order No. Received By Received By Date Date Cash Cash Check Check Received On Received On TM TM Account Account 02/22/95 02/22/95 X X Joe Smith Joe Smith CUSTOMER’S NAME CUSTOMER’S NAME ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street Anytown, WA 12345 Anytown, WA 12345 QUAN QUAN UNIT UNIT DESCRIPTION DESCRIPTION PRICE PRICE AMOUNT AMOUNT WSU Seminar 95 WSU Seminar 95 50 00 50 00 CUSTOMER’S NUMBER CUSTOMER’S NUMBER Make check payable to: Make check payable to: TOTAL SALE TOTAL SALE CONTROLLER, WSU CONTROLLER, WSU 12345678 12345678 PULLMAN, WA 99164-1025 PULLMAN, WA 99164-1025 Fund App Fund App Pro Pro Budget Budget Src Src SS SS Project Project TT TT 148 148 01 01 01A 01A 1111 1111 420 420 99 99 2222 2222 50 00 50 00 149 149 05 05 18D 7873 18D 7873 777 777 13 13 3812 3812 Sales Tax Sales Tax 50 00 50 00 TOTAL TOTAL WSU 1054-CONTRO0001-0788 WSU 1054-CONTRO0001-0788 D-RECEIPT D-RECEIPT - Payment Type - - Payment Type - Indicate whether the payment received was by cash, check, or bankcard. Template-WSU Hrz 201.ppt 4
1/29/201 WA S H I N G T O N S T AT E 6 U N I V E R S I T Y WSU RECEIPT WSU RECEIPT WASHINGTON STATE UNIVERSITY WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025 PULLMAN, WA 99164-1025 RECEIPT FOR: RECEIPT FOR: Customer Order No. Customer Order No. Received By Received By Date Date Cash Cash Check Check Received On Received On TM TM Account Account 02/22/95 02/22/95 X X Joe Smith Joe Smith CUSTOMER’S NAME CUSTOMER’S NAME ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street Anytown, WA 12345 Anytown, WA 12345 QUAN QUAN UNIT UNIT DESCRIPTION DESCRIPTION PRICE PRICE AMOUNT AMOUNT WSU Seminar 95 WSU Seminar 95 50 00 50 00 Payment Type Payment Type CUSTOMER’S NUMBER CUSTOMER’S NUMBER Make check payable to: Make check payable to: TOTAL SALE TOTAL SALE 12345678 12345678 CONTROLLER, WSU CONTROLLER, WSU PULLMAN, WA 99164-1025 PULLMAN, WA 99164-1025 Fund App Fund App Pro Pro Budget Budget Src Src SS SS Project Project TT TT 148 148 01 01 01A 01A 1111 1111 420 420 99 99 2222 2222 50 00 50 00 149 149 05 05 18D 7873 18D 7873 777 777 13 13 3812 3812 Sales Tax Sales Tax 50 00 50 00 TOTAL TOTAL WSU 1054-CONTRO0001-0788 WSU 1054-CONTRO0001-0788 D-RECEIPT D-RECEIPT - Prepared By - - Prepared By - Whomever prepares the D-Receipt initials in this space on the form. The person preparing the D-Receipt should be the same person who accepted the payment. WASHINGTON STATE UNIVERSITY WASHINGTON STATE UNIVERSITY WSU RECEIPT WSU RECEIPT PULLMAN, WA 99164-1025 PULLMAN, WA 99164-1025 RECEIPT FOR: RECEIPT FOR: Customer Order No. Customer Order No. Received By Received By Date Date Cash Cash Check Check Received On Received On TM TM Account Account X X 02/22/95 02/22/95 Joe Smith Joe Smith CUSTOMER’S NAME CUSTOMER’S NAME ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street Anytown, WA 12345 Anytown, WA 12345 QUAN QUAN UNIT UNIT DESCRIPTION DESCRIPTION PRICE PRICE AMOUNT AMOUNT WSU Seminar 95 WSU Seminar 95 50 00 50 00 Preparer’s Preparer’s Initials Initials CUSTOMER’S NUMBER CUSTOMER’S NUMBER Make check payable to: Make check payable to: TOTAL SALE TOTAL SALE CONTROLLER, WSU CONTROLLER, WSU 12345678 12345678 PULLMAN, WA 99164-1025 PULLMAN, WA 99164-1025 Fund App Fund App Pro Pro Budget Budget Src Src SS SS Project Project TT TT 148 148 01 01 01A 01A 1111 1111 420 420 99 99 2222 2222 50 00 50 00 149 149 05 05 18D 7873 18D 7873 777 777 13 13 3812 3812 Sales Tax Sales Tax 50 00 50 00 TOTAL TOTAL WSU 1054-CONTRO0001-0788 WSU 1054-CONTRO0001-0788 Template-WSU Hrz 201.ppt 5
1/29/201 WA S H I N G T O N S T AT E 6 U N I V E R S I T Y D-RECEIPT D-RECEIPT - Date Recieved - - Date Recieved - Indicate the date that the payment was received. The D-Receipt should be prepared at the time the money is received. WSU RECEIPT WSU RECEIPT WASHINGTON STATE UNIVERSITY WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025 PULLMAN, WA 99164-1025 RECEIPT FOR: RECEIPT FOR: Customer Order No. Customer Order No. Received By Received By Date Date Cash Cash Check Check Received On Received On TM TM Account Account 02/22/95 02/22/95 X X Joe Smith Joe Smith CUSTOMER’S NAME CUSTOMER’S NAME ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street Anytown, WA 12345 Anytown, WA 12345 Date Prepared Date Prepared QUAN QUAN UNIT UNIT DESCRIPTION DESCRIPTION PRICE PRICE AMOUNT AMOUNT WSU Seminar 95 WSU Seminar 95 50 00 50 00 CUSTOMER’S NUMBER CUSTOMER’S NUMBER Make check payable to: Make check payable to: TOTAL SALE TOTAL SALE CONTROLLER, WSU CONTROLLER, WSU 12345678 12345678 PULLMAN, WA 99164-1025 PULLMAN, WA 99164-1025 Fund App Fund App Pro Pro Budget Budget Src Src SS SS Project Project TT TT 148 148 01 01 01A 01A 1111 1111 420 420 99 99 2222 2222 50 00 50 00 149 149 05 05 18D 7873 18D 7873 777 777 13 13 3812 3812 Sales Tax Sales Tax 50 00 50 00 TOTAL TOTAL WSU 1054-CONTRO0001-0788 WSU 1054-CONTRO0001-0788 D-RECEIPT D-RECEIPT - Name and Address - - Name and Address - Fill in the name and address of the person making payment to WSU. This is important information to have on file in the event a refund will need to be done at a later date Template-WSU Hrz 201.ppt 6
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