Cash Handling Procedure | SCC

Cash Handling Procedure

Division: Business Services
SCC Policy Number:
SPR5.3.9-P-1
Issued: January 18, 2005
Revised: January 9, 2019
Approved SCC President/CEO: January 25, 2019
Reference KCTCS Policy: 5.3.9 Cash Accounting and Handling


Overview

The purpose of this cash operations procedure for Somerset Community College (SCC) is to supplement the KCTCS Business Procedures located under web address https://policies.kctcs.edu/administrative-procedures/5-3-9-P.aspx .  This manual is designed to provide working procedures, directions and informative notes to help employees responsible for cash handling functions to better understand and perform their duties in accordance with Federal and State regulations and Kentucky Community and Technical College System (KCTCS) Business Procedures.

Applicability of Manual

This manual is for the benefit of employees who are involved in cash handling operations.  Any employee of the college involved with cash handling functions is required to read, understand, and comply with this manual.  The employee handling cash must sign the acknowledgement form at the end of this manual. Copies of the acknowledgement form are retained on file with the college's business office.

Use and Revisions of the Manual

This manual serves as an elaboration at the college unit level of the business procedures adopted by KCTCS.  Any questions regarding the contents of this manual or problems in using this manual are to be brought to the attention of the college’s Chief Business Affairs Officer (CBAO). From time to time, this manual will be revised to reflect changes in State and Federal regulations, changes in KCTCS policies and procedures, changes recommended by internal and external auditors, and changes endorsed by college management. All additions, deletions, and revisions to this manual require the written approval of the CBAO.  Any manual user who identifies a need for a revision must submit the suggestion in writing to the CBAO.  Users will be notified as revisions are made to the manual.

To ensure compliance with cash handling procedures the College has a responsibility to conduct periodic reviews of cash handling activities to determine that all systems are functioning as intended and that all applicable policies and procedures are being followed.

For purposes of this manual, cash refers to US currency and coin, checks drawn on US banks and written in US dollar values (including travelers, cashiers and certified checks), money orders, MasterCard, Visa and Discover credit card sales drafts. Foreign funds are subject to processing charge for conversion of funds to US dollars. The net proceeds, often conversion of foreign funds, must equal amount due the college.

Procedure:

General Cash Handling Guidelines

  1. Responsibility for handling cash is assigned to individual employees who participate in any cash handling function and to their supervisors.  Any employee who handles cash is responsible for that cash.  A supervisor of any employee who handles cash is responsible for ensuring that proper and reasonable safeguards are followed.  Each employee involved in cash handling operations assumes the responsibility for true and accurate reporting of all funds handled.
  2. Access to cash must be limited.  All funds must be kept secure at all times. Unauthorized persons are not permitted in areas where cash is handled, i.e. the business office. As necessary, signs may be posted to alert persons of a restricted area.  Polite verbal warning may also be used, if needed, in addition to signage in order to maintain adequate safeguards.  Access to areas where cash is counted or handled must be restricted to only those persons directly involved. Reconciling cash in areas visible by the general public is strictly prohibited.
  3. While in the possession of the college, cash must be kept in safes, locked boxes or drawers, or in closed cash register drawers.  Access doors must be locked at all times in areas where cash is handled.  Safe doors must be kept closed during working hours and must be locked at all other times. Large sums of cash must be counted and handled out of sight of the general public.
  4. Cash must never be left unattended - this applies to cash registers and workstations.  If an employee leaves their workstation for any reason, regardless of how brief, all cash must be appropriately secured in a locked place.
  5. A written cash receipt is to be issued for all cash received.  The form of receipt, depending on circumstances, may be either a pre-printed, pre-numbered written receipt or a cash receipt from PeopleSoft.  Pre-numbered receipts must be accounted for sequentially and maintained for audit purposes.  Voided cash receipt forms must be retained for audit purposes. In cases of a voided receipt, the white and yellow copies shall be forwarded to the Business Office, and the pink copy shall remain in the receipt book.
  6. Checks must be restrictively endorsed on an immediate basis "For Deposit Only" to the College – NO EXCEPTIONS!
  7. Funds secured in a safe overnight (college business office), over a weekend, or over a long holiday must be kept to a reasonable amount.
  8. Safe combinations are to be given to a minimum number of employees and only to those whose functions require access to cash.  Safe combinations must be changed when an employee within the department leaves.
  9. Working funds must be kept to an absolute minimum at all times. All other funds must be in a locked place of safekeeping. 
  10. Checks are accepted only for amounts owed the College.  (No personal checks are to be cashed.)
  11. All overages and shortages greater than $5.00 must be initialed on the daily cash recap sheet by the department head.
  12. A reconciliation of the daily transaction sheet to the cash recap sheet and the daily deposit ticket must be made by an employee independent of the cash handling function.  Also, all cash journal entries will be audited by an individual other than the cashier, generally the Manager of Business Operations or their designee.
  13. In order to ensure proper separation of duties, employees handling cash receipts must not perform any accounts receivable functions.

Opening and Closing Procedures of Cash Storage Devices

  1. Two persons must be present at all openings and closings of cash storage devices.  Where this control procedure cannot be exercised (because there is only one employee) the supervisor of the respective cash handling location must personally exercise control to maintain the proper level of security to minimize potential loss.
  2. Unattended cashier stations/drawers must be kept closed and the registers/cash trays locked, with key removed, even when a cashier closes down for a relief period.
  3. All windows, doors, and entrances where cash is located and stored must be securely locked and all alarms engaged.

Counting Money and Making Change

  • All money received must be counted and the amount verified before it is placed in the cash drawer.
  • Currency for which change will be given must be placed in view of both the cashier and customer until the transaction is complete.
  • All change given on a transaction must be counted out to the customer.
  • If an interruption occurs during the counting/change making process, the process must be started again from the beginning.
  • If a customer informs the employee handling cash that he/she was shorted in a prior transaction, the employee must immediately notify the supervisor so that the drawer can be balanced.

Deposits

  1. Only personnel who have signed off on the SCC cash handling procedures are permitted to make deposits to the business office.
  2. Must be made according to policy.
  3. Cash receipts must be deposited daily. 
  4. All “cash” gifts received must be deposited daily in the local depository.
  5. Daily deposits are required regardless of transaction amount to allow for balancing with the General Ledger generated by PeopleSoft.
  6. All deposits must be sent to the local bank depository on the same day or the next business day, if same day deposit is not possible.
  7. All cash receipts must be deposited intact. This means no checks may be cashed or disbursements made, including reimbursement of imprest cash expenditures, from receipts.
  8. All funds deposited to the Business Office by another department must be reconciled to the log and the receipt copied by the Cashier before a receipt is issued for the funds received.

Returned Checks

  • Responsibility for collecting unpaid checks is assigned to the college Business Office. A financial hold is to be placed on the student’s account until the returned check is satisfied.
  • A sign stating the amount of the fee for returned checks must be displayed in the department accepting checks and in a prominent location that is clearly visible to the public.
  • When the maker of the returned check is a student, the unit will notify the student of the following:
    • That a check has been returned.
    • The reason the check was returned.
    • The date the check was returned.
    • That a service charge has been assessed.
    • Total amount due to the College.
    • That payment is due immediately.
    • That if not paid, the student will be reported to the registrar’s office as delinquent. All transcripts will be withheld and the student will not be able to register for future terms until the delinquency is satisfied.
    • Payment must be made with cash, “cashier’s check” or a money order. The "insufficient funds check" cannot be returned to the financial institution for processing, but the amount of the check, plus processing charges, must be paid to the college.
      • When the maker of the returned check is an individual or agency external of the College, the unit will prepare a letter to the maker containing the same first six points above. The seventh point should state that if not paid within 10 days, future collection efforts may be handled through an external source and may result in additional charges.

Safeguards

The level of cash handling safeguards required is dependent on the level of risk at that location. Central cash collection points generally have a higher level of risk than units that occasionally receive cash. To evaluate the level of risk, the following factors are to be considered:

  1. The amount of money involved.
  2. The physical-geographic location.
  3. The hours of operation.
  4. The past loss experience.
  5. The number of employees involved.

In general, all cash must be kept in a fire-resistant storage container (safe, chest, cabinet or desk) that is equipped with at least one locking device and that cannot be easily removed from the premises. The department head is charged with the overall responsibility for ensuring adequate safeguards are maintained.

Departments receiving cash on behalf of the College are responsible for maintaining security over that cash.  Proper handling, adequate records, and physical security must be emphasized to each employee having access to, or responsibility for, any college assets, i.e. cash, merchandise, supplies and/or equipment.   

PROGRAMMATIC AREAS

Assessment

A sign in sheet must be completed by students as they enter the room to take the test.  On the sign-in sheet, the student is to mark the method of payment as either cash or payment voucher.  The Testing Administrator maintains the sign in sheet and collects the money individually from the students.  Each student is to be given a pre-numbered receipt.  All receipts are to be accounted for, even those that may be voided, and retained for audit purposes.  A receipt is also given to students who are using a voucher to pay for the exam with the “charge” block marked on the receipt. 

Note: The Testing Administrator will bill the third-party agency for payment of the exam. Copies of the “charge” receipts may be used to monitor testing accounts

receivable.  Please see KCTCS Business Procedures 7.4 for Collection of Accounts Receivable.  All payments are to be received by the Business Office.  Accounts

Receivable records are to be maintained at all times and the Business Office personnel will review the records on an on-going impromptu basis. 

As the funds are collected, they are to be placed in a safe keeping device with a locking mechanism.  The cash must be counted, verified, and reconciled to the sign-in sheet.  On the bottom of the sheet, the total payments by cash, checks and vouchers are entered and reconciled to the total according to the sheet.  The employee must sign the sheet as verification of collection and reconciliation.

If a test is given on a weekday, the money is deposited in the Business Office on the same day (or no later than the following day if the test is given late in the day).  A copy of the sign-in sheet is given to the cashier in the business office along with the deposit.  It is the responsibility of the business office cashier to reconcile the sign-in sheet with the deposit before a receipt is given.  The cashier is responsible for issuing a total deposit pre-numbered receipt to the Testing Center personnel.  Testing Center personnel are to keep receipts on file as required by the record retention schedule as outlined in the KCTCS Business Procedures manual.  Employees making deposits should never leave the business office without obtaining a receipt.

If a test is given on the weekend, the cash lock box is locked in a secure location until the deposit can be made to the business office the following working day.

It is the responsibility of all employees involved in this process to ensure that deposits are made in a timely manner, e.g., no later than the business day following the test date.

Transcript Charges 

Procedures Specific to the Somerset North Campus:

If a student pays for a transcript in person or by phone, an Admissions Office staff member is required to collect the cash, check, or money order.  (NOTE: For credit card transactions, the individual should be referred to the Business Office to make payment.) The collection is documented on the transcript log and a pre-numbered receipt is issued to the student.  If the transcript request and payment is received through the mail, the check or money order is recorded, marked “for deposit only”, and hand delivered to the Admissions Office.  The Admissions Office staff is required to document the collections on the transcript log (see Schedule A for sample log sheet) and issue/mail a pre-numbered receipt to the student.

For purposes of internal controls, a second employee must reconcile the transcript collections to the transcript collections log to determine if the collections equal receipts. The reviewer must sign the log on the “verified by” signature line. This must be performed daily and a copy of the completed log sheet (containing all appropriate signatures) must be forwarded to the department head to ensure compliance with cash handling procedures.

If staffing doesn’t permit proper separation of duties, the Dean of Student Services, or designee, must actively monitor the collection of transcript charges. Overages or shortages must be immediately reported to the Dean of Student Services, or designee, who must verify the work. If it is determined that the fees are over or short, this finding must be noted on the sales log, signed by the Dean of Student Services, or designee, and included with the cash receipts brought to the business office for deposit. A business office employee will count the funds, issue a receipt, and sign the log as additional verification that the money was counted and verified. The Dean of Student Affairs, in turn, must report the overage/shortage to the College CBAO in a timely manner, e.g., within next business day.

Funds collected must be forwarded to the business office each business day (by 3:00 pm) for deposit and recording in PeopleSoft. The pre-numbered receipts, the cash collected, and the college seal must be kept in a lock box with access to the box being limited at all times.

Procedures Specific to All Other Campuses and Centers:

Transcript fees will be collected only by the campus cashier or Center designee.  The cashier will issue the student a cash register receipt.  The student will take the cash register receipt to the Admissions staff.  The Admissions staff will issue the transcript to the student.

Development (Gifts)

Any cash gift received by any college personnel shall be forwarded immediately to the Office of Institutional Advancement. All gifts or in-kind donations must go through the Office of Institutional Advancement – NO EXCEPTIONS!

When a gift is received by a campus office or by a college representative, the office or representative must forward the following (same day received) to the Office of Institutional Advancement:

  1. The actual check or written statement of received property.
  2. Copy of the donor’s letter stating the purpose.
  3. Restrictions of the gift, if any, and In-Kind Donation Form (if applicable).

The receiving office or representative must furnish:

  1. The name and the number of the account to which the gift is to be deposited.
  2. The name and address of the donor.
  3. The name and address of the person to receive an acknowledgement if different from the donor.

Any additional information that will assist the Office of Institutional Advancement in preparing the College’s letter of appreciation should also be furnished.

The Office of Institutional Advancement is responsible for determining if the funds received are gifts versus payment for goods or services.  Private gifts received by the Institutional Advancement Office must be acknowledged through a receipting process.  Cash/check receipts will require issuance of pre-numbered receipts.  Yellow copies of the corresponding receipts will be attached as backup documentation to the cash journal prepared by the Institutional Advancement Office and forwarded to the cashier in the Business Office for deposit each day.  Voided receipt forms must be included with all other receipt forms brought to the Business Office and included in the day’s cash summary prepared by the Business Office.  A reconciliation of collections and receipts must be performed.  If a separation of duties isn’t possible due to limited staff, the Institutional Advancement Officer must use prudent judgment in handling of receipts.

Copies of any voided receipts must also be kept by the Institutional Advancement Office and included in that day’s receipt documents.  Checks must be endorsed immediately using a restricted endorsement stamp. The Business Office cashier will count the cash in the presence of the Institutional Advancement employee and will write a receipt to the employee for the cash.  All receipts received after 3:00 p.m. will be deposited to next day’s business.

The Institutional Advancement Office, on a pre-numbered receipt form, must receipt any gifts received in the mail on the date they are received, and forwarded to the Business Office for inclusion in the daily deposit.

As a general rule, the processing of gifts to the college will operate as follows:

The Office of Institutional Advancement will:

  1. Issue donor a receipt for cash, check, or credit card contribution and/or in-kind donation.
  1. Assemble all necessary documentation for donor file:
    • Copy the check, cash receipt, credit card slip, and appraisal receipt for the in-kind donation. This includes any additional information necessary to properly record the gift donation (matching gift form, gifts designated in memory of, etc.).
    • Complete a gift processing form.
  1. Prepare the cash receipt form with the appropriate chartfield combination.
  1. Post gift transaction to PeopleSoft Advancement.
  1. Submit appropriate documentation along with the processing form to the college business office.

Regarding the receipt of cash gifts, the College Business Office (Cashier’s Area) will:

  1. Upon receipt of gift processing form and cash receipt form, deposit donor’s check/cash in the college’s local bank in accordance with established cash accounting procedures.
  2. The college business office prints the AV journal the next business day verifying the deposited funds balances with the transaction recorded by the Advancement Office. A copy of the journal is forwarded to the Office of Institutional Advancement. 

Imprest Funds

Each cashier will have a cash tray and must operate only from that drawer.  Cash drawers are not to be used to change large currency bills.  Change can only be made during an actual payment transaction.  It is the cashier’s responsibility to never leave his/her cash drawer unattended even during surprise cash counts.

A reconciliation of imprest funds must be summarized on the KCTCS reconciliation form.  This will be kept with the bank statement reconciliation and is to be completed by the tenth day of the following month.  The business office employee who verifies end of month imprest cash funds may perform the reconciliation. On a random basis, an individual designated by the CBAO will spot audit imprest change funds.

Cash paid from the imprest funds and checks written from the imprest bank account must have a supporting receipt/document.  According to KCTCS procedures, imprest transactions must be limited to $100 and must conform to the KCTCS procedures for qualified purchases (see attachment Schedule B for authorized imprest cash accounts).   

All imprest funds reconciliations are to be completed monthly utilizing KCTCS Form TM11.  The reconciliations are to be reviewed and approved by the CBAO no later than the 10th working day of the next month.

Requests for all imprest fund expenditures are to be completed on a monthly basis.

Checks written from the imprest bank account MUST have supporting receipts/documents. The monthly reconciliation will check for appropriate receipts/documents that support imprest transactions. If receipts are not included, the College’s CBAO must be notified immediately. Imprest purchases are limited to $100.00.  Please consult Purchasing Procedures for qualified purchases.

Tuition (Credit Classes)

All tuition payments, fees, fines, and other charges must be paid in the Business Office.  All Business Office employees must adhere to the procedures and guidelines set forth under the internal control section of this manual. 

End of day reports must be run and balanced to the cash collected at the end of each day with the cash receipts balanced to the query reports. 

Please see Schedule C  for DAILY CASHIERING – CHECKLIST.

Overalls and shortages must be reported to the College’s CBAO that day. Assessed charges cannot be reduced without proper documentation, including tuition waivers.

Nurse Aid Testing

All payments for nurse aide testing shall be processed through the Business Office cashier. The cashier shall verify that the person taking the test is in good financial standing prior to accepting payment.  Once the financial status is confirmed, the cashier shall issue a hand-written receipt to the person taking the test. The cashier shall then log the person’s information and payment on the Excel file created by the Nurse Aide Testing Administrator and shared with the Business Office. 

It is the Nurse Aide Testing Administrator’s responsibility to ensure that the person requesting a testing slot is eligible for testing prior to referring them to the Business Office for payment. It is the Nurse Aide Testing Administrator’s responsibility to inform each person of the mandatory documents to bring on the scheduled test date.  It is also their responsibility to notify the potential tester that the fee in non-refundable, and that lack of following instruction that prevents the person from testing will not warrant a refund of fees paid.

Note: The Nurse Aide Testing Administrator or Administrative Assistant will bill the third-party agency for payment of the exam. Copies of the “charge” receipts may be used to monitor testing accounts receivable.  Please see KCTCS Business Procedures 7.4 for Collection of Accounts Receivable.  All payments are to be received by the Business Office.  Accounts Receivable records are to be maintained at all times and the Business Office personnel will review the records on an on-going impromptu basis. 

Workforce Solutions

Registration and payment for customized short-term training, technical skills upgrades, training assistance to industry, Lineman, and CDL Training, as well as Proprietary and Community Education programs will be performed by the Workforce Solutions Office utilizing the CampusCE software module. Somerset Community College will follow the KCTCS Business Procedures to process registrations and payments associated with noncredit training recorded in the CampusCE database. Because CampusCE is set up to record transactions from 11 p.m. to 11 p.m. (a 24 hour period) to allow all activity recorded on one day to be included in the daily GL journal, payments collected for transactions processed on Fridays shall be locked in the safe over the weekend and balanced with the CampusCE reconciliation reports on Monday mornings. After the Workforce Solutions staff completes the reconciliation, the funds, along with all required backup documentation, shall be delivered to the Business Office for inclusion in the daily deposit.

Payments must be receipted on pre-numbered registration/fee payment forms. Checks must be immediately endorsed “For Deposit Only”. Receipts must be secured at all times. As departmental offices are not adequately equipped to make change, currency is discouraged.  The fees and receipts must be reconciled utilizing the reports available through CampusCE to determine if the collections equal the registrations.  Reconciliation is to be performed by someone other than the person who performed the collection of the fees/registration. Where staffing doesn't permit this separation of duties, the department head or designee must monitor the collection activity. In addition, the Business Office shall conduct spot audits of cash handling activity in the Workforce Solutions department. It is recommended that a monthly audit be conducted, but no less than a quarterly audit will be required. Overages or shortages must be immediately reported to the department head, who must verify the reconciliation. If it is determined collections are over or short, this finding must be signed by the department head and included with the Cash Receipt Form when funds are brought for deposit to the College’s business office (cashier’s area).   The over or short must also be reported to the College’s CBAO.  Collected funds must be forwarded to the College’s business office (cashier’s area) for the previous business day by 3:00 p.m. (see exception noted below).  A completed Cash Receipt Form is to be sent to the business office (cashier’s office) with all funds collected. The business office (cashier’s area) will count the funds in the presence of the Workforce Solutions employee and will issue a written receipt to that employee.

Effective December 1, 2015, an exception shall be given for the Workforce Solutions office only to allow payments collected for transactions processed Monday through Thursday to be held until the deposit amount reaches up to $500. At that time, a deposit shall be made with the Business Office and shall include all funds with backup documentation and the daily CampusCE reconciliation reports.  This exception is necessary based on lack of staffing.  This exception shall be revisited each year to determine the need to extend or terminate based on staffing and budgetary constraints.

NOTE:  Instructors must not collect any fees/tuition.

Library Fines

All library fines and lost book charges collected by the library must be documented on a library fines and lost book charges log.  The documentation must include the following:

  • Date
  • Student Name
  • Amount of fine/charge
  • Form of payment (check, cash, money order)
  • Chartfield combination for depositing through PeopleSoft Financials

            Received By :______________( employee receiving funds)

At the end of the day, the fines must be reconciled by a second library employee to determine if the collections equal the library and lost book charge log. If staffing doesn't permit this separation of duties, the chief librarian, or designee, must monitor the collection activity. Overages or shortages must be immediately reported to the chief librarian, or their designee, who must verify the work. If it is determined that the fines are over or short, this finding must be noted on the charges log, signed by the chief librarian and included with the cash receipt summary form and brought to the business office. A business office employee will count the funds and issue a receipt. Collected funds must be forwarded to the business office (cashier’s area) when the collections reach $50.00 or at least once a week. The business office will prepare a journal entry to record the deposit into PeopleSoft Financials.

Vending Monies

  1. Vending machines must be emptied at least monthly.
  2. Two employees must be present to empty the cash boxes.  If this is not possible, a supervisor must verify all work.
  3. Currency and coin must be counted separately with totals for both included in the deposit bag. 
  4. The funds must then be brought to the business office for verification of totals, recording within PeopleSoft, and deposited. The cashier will issue a hand-written receipt to the employee making the deposit.

Cash Handling Procedures Specific to SCC Center Locations

Effective July 1, 2013, cashier positions at Center locations were eliminated.  However, SCC recognizes the continued need to serve students regarding payment of tuition and charges.  In instances where the payment is related to the student account, the Student Self Service option shall be the preferred method of payment and students shall be encouraged to utilize this method.  In instances where the student does not have the ability to complete an online payment , or the payment is not for a charge posted directly to the student account, the following procedures shall be followed.

Center Responsibilities

The Center Director and or designee trained in cash handling procedures shall collect payments from the students/customers.  Each student/customer shall be given a pre-numbered, hand-written receipt from the designated Center staff.  All receipts are to be accounted for, even those that may be voided, and retained for audit purposes.  In cases of a voided receipt, the white and yellow copies shall be forwarded to the Business Office, and the pink copy shall remain in the receipt book.

As the funds are collected, they are to be placed in a safe keeping device with a locking mechanism. Funds shall be secured at all times in a place out of sight of the general public.  Funds shall be locked in the Center’s safe when staff leave the office.  Checks shall be immediately endorsed “For Deposit Only” – No Exceptions.

At the end of the day, the designated Center staff shall verify that the payments reconcile to the amount of cash/checks collected.  If the amounts do not balance, the Center Director is responsible for verifying the daily collections and shall contact the Manager of Business Operations if the funds cannot be reconciled.  If the amounts balance, the designated Center staff shall complete a bank deposit ticket, initial the deposit slip, and transport the deposit to the local bank.  Upon completing the deposit with the bank teller, the designated staff shall verify that the deposit amount validated by the bank teller matches the amount on the college deposit ticket.  All discrepancies are to be resolved before leaving the bank.

Upon return to the Center that same day, the designated staff shall scan and email the college deposit slip and the bank deposit slip (if a separate slip is provided by the bank) to the London cashier.  The designated staff shall place all original documents, including deposit tickets, receipts, and all other applicable backup documentation, in UPS/FedEx mail to the Somerset Cashier for delivery the next business day.

Business Office Responsibilities

Upon receipt of the emails containing the scanned daily deposit documentation, the London Cashier shall verify that the deposit amount reconciles and that the cash and check transactions have been accurately recorded.  The London Cashier shall process the cash/check transactions either through the Cashier’s Office in the PeopleSoft Student module, or through a cash receipts journal in the PeopleSoft Financials module. 

Should the payment require a posting on the student account through the PeopleSoft Cashier’s Office, the Somerset Cashier shall ensure that the correct target key is used as shown below:

McCreary Center Cash Target Key

E2PAY

Clinton Center Cash Target Key

E3PAY

Russell Center Cash Target Key

E4PAY

Casey Center Cash Target Key

E6PAY


Should the payment require a cash receipts journal through the PeopleSoft Financials module, the London Cashier shall ensure that the correct cash account is used as shown below:

McCreary Center Cash Account Number

10740

Clinton Center Cash Account Number

10738

Russell Center Cash Account Number

10645

Casey Center Cash Account Number

10647


The London Cashier shall process all transactions through PeopleSoft no later than the next business day following receipt of the Center emails.  Once the daily transactions are completed, the London Cashier shall forward the Center emails to the Budget Analyst to process the EFT (electronic funds transfer) from the local depository to the KCTCS central depository. 

NOTE: Should the London Cashier identify any discrepancies between the deposit amount and the backup documentation, they must contact the Center staff responsible for the deposit to attempt to resolve the discrepancy.  Should the London Cashier and the Center staff not be able to determine a resolution, the Manager of Business Operations shall be notified and a complete audit of the daily activities shall be completed.  In the event that the cash total is over or under the deposit total, the Center staff shall be responsible for documenting the reasons for the variances and acknowledge they have been made aware of the reconciling item.  Repeated occurrences of reconciling issues will be grounds for removing cash handling privileges from that specific individual, with possible additional consequences as determined by the Chief Business Affairs Officer.

Upon receipt of the original documentation from the Centers, the London Cashier shall attach the PeopleSoft student receipts and the cash journals to the deposit package, and forward the complete package to the Budget Analyst for audit and verification of the EFT.  The Budget Analyst shall maintain a monthly deposit folder for each Center, and after all monthly activity has been completed, including the EFT process, the folders shall be forwarded to the Manager of Business Operations for completion of the monthly bank reconciliation and the final audit of all transactions.

Cash Handling Procedures Specific to the Cosmetology Programs

To fully support the Cosmetology program curriculum and training goals, Somerset Community College recognizes the need for expanded cash handling operations.  This expansion includes the use of cash registers programmed specifically for services provided during salon/client days, along with allowing students to serve as cashiers for the collection of fees. The specific process is outlined below and will be effective in the Spring 2015 semester.

Risk Assessment and Accountability

In order to minimize the risk of cash overages and shortages, a cash register shall be utilized to record each transaction during all salon/client days.  These cash registers are being provided by the Business Office, and will be pre-programmed for services specific to the Cosmetology program.  The Cosmetology programs shall purchase all supplies needed to operate said cash registers, i.e., register tape.  Should any of the three programs close, the cash registers shall be returned to the Business Office. Each location’s instructor shall be responsible for managing the daily operation of the new cash handling processes, with the Program Coordinator having the final and ultimate responsibility for risk and accountability.

Program Site Responsibilities

The site instructor shall be trained in cash handling procedures and will have daily oversight of cash operations.  In order to provide each student with hands-on experience working with the cash operations of a salon, the site instructor shall develop a log assigning two students per salon/client day to operate the cash register and process sales transactions. Any concerns the daily student cashiers have shall be reported to the site instructor who shall attempt to resolve the issues.  Should the site instructor not be able to resolve the issues, the site instructor shall contact the Manager of Business Operations for assistance.  Where warranted, the Manager of Business Operations shall conduct a full site audit to resolve any issues.

The cash registers are programmed to allow two cashiers to process transactions each day on the same register.  The site instructor shall assign the cashier numbers to the student cashiers on each salon/client day.  The students shall sign the log acknowledging their cashier assignment for the day, and this log shall be included in the total deposit sent to the Business Office cashier. The student cashiers shall record each transaction under their specific cashier number.  The student cashiers will collect money from clients in the form of either cash or a credit/debit card for services rendered. 

As the funds are collected, they are to be placed in the cash register. Funds shall be secured at all times. If the reception counter is not manned at all times, the site instructor shall assign one of the student cashiers with the responsibility of safeguarding the cash register key when not in use.  No one other than the two daily student cashiers and the site instructor shall have possession of the cash register key – no exception!

The practice of making change for students, employees, or visitors from the cash register/change fund is strictly forbidden. Change is given only in the case of processing cash payments from the sale of services.  Change funds are not to be used to purchase supplies for the Cosmetology program.  Supplies must be ordered through the approved KCTCS purchasing methods, either via procard or purchase order.

At the end of each salon/client day, a daily reconciliation process shall be completed.  To start this process, the cash change fund issued to the Cosmetology Program from the Business Office shall be counted out and removed from the cash drawer.  The change fund will be stored in a secure, locked drawer/cabinet until the next client day.  At this point, the cash register X tape is printed and the designated student cashiers, along with the site instructor, shall verify that the payments noted on the cash register X tape reconciles to the amount of cash and debit/credit cards transactions. If the amounts balance, the cash register Z tape shall be printed to close out all transactions in the register.  If the amounts do not balance, the site instructor is responsible for verifying the daily collections and shall contact the Manager of Business Operations if the funds cannot be reconciled.  Once the amounts balance, the site instructor shall complete a Daily Cashiering Balance Sheet, and shall take the Balance Sheet, Student Cashier Assignment Log, cash register tapes, credit card receipts and the daily batch report, and money to the Business Office cashier for inclusion with regular daily deposits, with the exception of the Clinton Center Cosmetology program. For the Clinton Center, the Cosmetology site instructor shall deliver the daily deposit package to the Center Director or the Administrative Assistant for deposit.

Business Office Responsibilities

At the beginning of each semester at a time determined by the Site Instructors and the Manager of Business Operations, all students enrolled in the Cosmetology program shall be trained in the KCTCS/SCC cash handling procedures.  A sign-in sheet acknowledging attendance at this training will be completed each semester and maintained on file by the Business Office (see Schedule F). It is understood that students will not be involved in cash handling until such time as they have received the mandatory training from the Business Office.

Upon receipt of the daily deposit package from the Cosmetology programs, the Business Office Cashier (or Center Director/Administrative Assistant for Clinton) shall verify that the deposit amount reconciles with the Daily Balance Sheet and that the cash and credit card transactions have been accurately recorded.  The cashier shall write a hand-written receipt to the Cosmetology representative for the daily deposit.  The Cosmetology representative shall attach the Business Office receipt to their records as evidence that the deposit was submitted for inclusion in the daily college bank deposit. The Business Office shall process the cash transactions through the Cashier’s Office through a cash receipts journal in the PeopleSoft Financials module. 

NOTE: Should the Business Office Cashier identify any discrepancies between the deposit amount and the backup documentation, they must contact the Program Site Instructor responsible for the deposit to attempt to resolve the discrepancy.  Should the Business Office Cashier and the Program Site Instructor not be able to determine a resolution, the Manager of Business Operations shall be notified and a complete audit of the daily activities shall be completed.  In the event that the cash total is over or under the deposit total, the Program Site Instructor shall be responsible for documenting the reasons for the variances and acknowledge they have been made aware of the reconciling item.  Repeated occurrences of reconciling issues will be grounds for removing cash handling privileges from that specific program or individual, with possible additional consequences as determined by the Chief Business Affairs Officer.

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