1. CASH HANDLING TUTORIAL
Treasury Management
Finance and Accounting

2. Overview Receiving Cash and Checks Preparing the Deposit
Movement of Funds

3. Receiving Cash and Checks

4. 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

5. 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

6. 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

7. 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

8. 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

9. Cash and Checks – Handling
Contact Treasury Management to obtain new UCR books or return unused UCRs
Treasury Management Criser Hall, Room S112C
UCRs

10. 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

11. 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

12. 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

13. 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.

14. 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.

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

16. 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:

17. Cash & Checks: Preparing the Deposit

18. 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

19. 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

20. Deposit Transmittal Form

21. 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

22. Maxine Word
02/04/2010
Treasury Management
6400
1234 G G
02/01/2010
02/04/2010
1,000,000,000.00
NONE

23. 778
13-29
02/01/2010
02/04/2010

24. Preparing Deposit Cash Register Tape/UCR

25. Cash & Checks: Movement of Funds

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

27. 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)

28. Movement of Funds Special Situations
Large concerts and other productions should make security arrangements directly with:
University Police, and
University Cashier,

29. 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

30. 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

31. 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

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

33. Cash Deposit Summary
Ready for Deposit

34. CASH HANDLING TUTORIAL
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CASH HANDLING TUTORIAL
Treasury Management
Finance and Accounting