1. Cash Management Workshop Julia Hann, Director Internal Audit and Advisory Services 304 Parks Hall Ext. 1549 www.gcsu.edu/audit See website to download slides Julia.hann@gcsu.edu Friday, November 13, 2009

2. Introductions GCSU Business Office –Pat Wilkins, GCSU Business Office Bobcat Card Functions –Keeno Weaver, GCSU Bobcat Card Office Raymond Lanier - Georgia State University Mike Hill - Medical College of Georgia

3. Today’s Objectives Awareness & Education Perspectives & Best Practices Internal Controls Ice Breaker – Tell 2 process improvements within dept.

4. Key “Take-Aways” Written procedures Collection by mail /in person Cashiering Depositing Reconciliations Safeguarding Management Oversight

5. What’s included in your dept Protocols? Written Procedures. A system that records checks upon receiving. A second person verification.

6. What’s included in your dept Protocols? Avoid copying checks and credit card information. Money bags and safes. “One-up” oversight and reconciliations.

7. Financial Services / Business Office Pat Wilkins Asst. Vice President and Controller 111 Parks Hall Ext. 5320

8. Account Set-Up Request account through Business Office Various types of accounts –S/S Account – For sales and services of GCSU activities. –Agency Account – GCSU acts as agent to hold funds. New account application.

9. Requirements that Protect You! Training Appt w/ Jan Beall Receipt books – issued by univ. Locked money bags /police escort (if collecting after hours) Endorsement stamp (If collecting high quantities of checks)

10. Deposit /Transmittal Form Generally within 1 day. Afterhours pick-up by police. Obtain receipt from cashier to match to internal records.

11. Department Responsibilities Report overages /shortages Segregation of Duties Check logs Consistent Oversight & Reconciliations

12. Cash Management Policies Section 4 of B&F Handbook http://info.gcsu.edu/intranet/b us_fin/4_fiscalServices.html#a4 0100 Or www.gcsu.edu/businessoffice

13. Blackboard POS Wedges “A Point of Sale System that Can Help You” Keeno Weaver, Manager Bobcat Card Office Ext. 2273 Ext. CARD

14. What are Blackboard Wedges? POS Cash Register /Card Reader 3 kinds Operates on Blackboard Transaction System

15. Functions & Controls That Can Help You! Programmable buttons (14, 36, or 87 available keys) Tracks Sales and Inventory Daily Sales Reports

16. Cashier/Manager Controls Dept request access level for each user. 1) Cashier User, or 2) Manager User Cashiers cannot run sales report or drawer report.

17. Raymond Lanier Associate Director, Revenue and Receivable Services Georgia State University 404-413-3242 (office) busrtl@langate.gsu.edu

18. Mike Hill Vice President for Internal Audit, Compliance and Risk Management Medical College of Georgia (706) 721-2661 mhill@mcg.edu