June 2009Your Partner for Successful Solutions 1 Cash Handling and Management Guideline # 4.1 – Cash Handling and Management Guideline # Processing Cash Payments Departmental Cash Handling Request Form Departmental Cash Handling Security Policy Revised Deposit Transmittal Form Credit Card Methods – Quick Reference Chart Credit Card Payment Form Credit Card Discount Charges and Fees UTSA Check Register

Departmental Cash Handling Request Form Used to request authorization to accept cash, checks or credit cards If requesting credit card authorization, Office of Accounting will request Merchant ID and order equipment. Submitted in conjunction with Departmental Cash Handling Security Policy June 2009Your Partner for Successful Solutions 2

June 2009Your Partner for Successful Solutions 3 Departmental Cash Handling Security Policy Each department that accepts cash, checks or credit cards will be required to have a security policy on file with Financial Services. Addresses type and volume of payments & physical security Deposit Transmittal daily for payments of $500 or greater Do not copy checks unless redacting customer account and routing numbers.

June 2009Your Partner for Successful Solutions 4 Deposit Transmittal Form Form basically unchanged, but detailed instructions added, including method by which CC Discount Charge may be charged to department or cardholder. Supervisor signature required

June 2009Your Partner for Successful Solutions 5 Credit Card Processing Methods – Quick Reference Chart Overview of fees and charges that may be relevant for each CC payment method FSO – only for small volumes Dedicated CC machine in department 3 rd party online vendor

June 2009Your Partner for Successful Solutions 6 Credit Card Payment Form Optional form for taking credit numbers over the phone and/or submission to FSO for processing Any retained copies of CC information must be shredded FSO will shred forms submitted to them after processing CC payment

June 2009Your Partner for Successful Solutions 7 Credit Card Discount Charges and Fees Listing of potential fees and charges for acceptance of credit cards Different fees for each CC vendor and method of acceptance (web, keyed-in, swiped) Subject to change

June 2009Your Partner for Successful Solutions 8 UTSA Check Register OPTIONAL May be used in lieu of log book, but items marked with an asterisk are required to be recorded regardless of method used. If accepting payments in person, should give pre-numbered receipts

Training and Documentation Training class will be offered starting in FY10 in TXCLASS Existing users will be asked to submit Departmental Security Policy for our files. QUESTIONS?? June 2009Your Partner for Successful Solutions 9