CASH HANDLING TUTORIAL Treasury Management Finance and Accounting

Overview Receiving Cash and Checks Preparing the Deposit Movement of Funds

Receiving Cash and Checks

Flow of Cash and Checks – in person Customer Enter into myUFL UF Dept Cashier Customer copy (endorsed) Merchant Copy UF Dept Fiscal Person Supporting Docs Merchant Copy Treasury Management (TM) Cashiers Bank

Flow of Cash and Checks – by mail Customer Enter into myUFL UF Dept Cashier (endorsed) copy LOGS UF Dept Fiscal Person Supporting Docs copy TM Cashiers Bank

Cash and Checks – Handling Customer Customer pays department – in person UF Dept Cashier Payment must be receipted – Cash register or Uniform Cash Receipt (UCR) Review the check for accuracy Endorse checks

Cash and Checks – Handling UCR = Uniform Cash Receipts Must be used if cash or checks are received in person, unless a cash register or other validated receipting system is in place

Cash and Checks – Handling UCR = Uniform Cash Receipts (continued) Three ply carbon copies: Golden – goes to the customer White – stays with the department Blue – submitted with the deposit to TM For voided receipts: Golden and White – stays with department Blue – submitted with next deposit

Cash and Checks – Handling Contact Treasury Management to obtain new UCR books or return unused UCRs Treasury Management Criser Hall, Room S112C 392-9057 tmhelp@admin.ufl.edu UCRs

Cash and Checks – Handling Also contact Treasury Management (in advance) whenever a cash register is removed or installed so that proper disposition of locked-in totals and reset keys is made

Cash and Checks – Handling Checks should be payable to University of Florida (or the department name as indicated on endorsement stamp) If check is made payable to an individual, That person must endorse the back of the check with “Payable to UF” Checks must be payable in US Dollars

Cash and Checks – Handling Ensure that the amount in long hand agrees to the amount in numbers (long hand amount is legal amount) Ensure that the check is signed

Cash and Checks – Handling All checks must be restrictively endorsed immediately upon receipt Departments must order their own stamps from office supplier: For Deposit Only Wachovia Bank University of Florida Board of Trustees Department Name Dept BU Number (opt) Wachovia transition to Wells Fargo Departments can continue to use existing Wachovia stamps indefinitely – new stamps should state Wells Fargo Bank, N.A.

Cash and Checks – Handling Customer If checks are received through the mail: A check log (mail log) should be prepared by the person opening the mail. UF Dept Cashier LOGS NOTE A UCR may be used in lieu of a check log when checks are received infrequently.

Cash and Checks – Handling If a check log is used, it must be maintained as each check is received, and should provide:

Cash and Checks – Handling Check logs provide the most control when they are pre-numbered, handwritten, and signed off by the person who logged the check, and the person who made the deposit:

Cash & Checks: Preparing the Deposit

Preparing your deposit for TM Deposit Pieces – please submit in this order Cash/Checks Adding Machine Tape Deposit Transmittal Form Support Documentation Form Receipt – cash register or UCR

Ensures accuracy of deposit and helps to identify amount discrepancies Preparing Deposit Adding Machine Tape Add checks or cash Ensures accuracy of deposit and helps to identify amount discrepancies

Deposit Transmittal Form

Support Documentation for Deposit Transmittal Form must be attached Preparing Deposit Support Documentation Support Documentation for Deposit Transmittal Form must be attached Department is responsible for full disclosure of pertinent information concerning the deposit Disclose any other data necessary for proper identification relative to the department’s records

Maxine Word 02/04/2010 352-392-9057 Treasury Management 6400 1234 G 123456 G 123459 02/01/2010 02/04/2010 1,000,000,000.00 NONE

778 13-29 02/01/2010 02/04/2010

Preparing Deposit Cash Register Tape/UCR

Cash & Checks: Movement of Funds

Movement of Funds Each department is responsible for the conveyance of their collections to Treasury Management

Money must be carried IN PERSON (NO campus mail!) Movement of Funds Security Departments must provide adequate protection whenever cash is moved between buildings. Money must be carried IN PERSON (NO campus mail!) Locked bags must be used to transport paper and coin currency Armored courier service available (for a fee)

Movement of Funds Special Situations Large concerts and other productions should make security arrangements directly with: University Police, 392-1111 and University Cashier, 392-0185

Take the money to TM/Cashiering Located at S-113 Criser Hall Movement of Funds To Treasury Management Take the money to TM/Cashiering Located at S-113 Criser Hall Drop box Emptied at 8:00 a.m. Over the counter No later than 10:30 a.m. Monday - Friday All deposits received in the drop box after 8:00 am will be processed the next business day. NOTE

Over the counter deposits Between 8:30 and 10:30 Monday-Friday Movement of Funds To Treasury Management Over the counter deposits Between 8:30 and 10:30 Monday-Friday Must complete a Consignment Sheet (receipt to evidence transfer from department to Treasury Management) Sample Consignment Sheet can be found at fa.ufl.edu/forms or two-ply Consignment Sheets can be purchased

Complete the form and bring TWO copies to Treasury Management Movement of Funds To Treasury Management Complete the form and bring TWO copies to Treasury Management Both copies are signed by the department and Treasury Management One is for department and one is for Treasury Management

Cash Deposit Summary • UCR and/or • Cash Register Tape Support Documentation Form Deposit Transmittal Form Adding Machine Tape

Cash Deposit Summary Ready for Deposit

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