CASH HANDLING
TUTORIAL
Treasury Management
Finance and Accounting
1
1
Overview
• Receiving Cash and Checks
• Preparing the Deposit
• Movement of Funds
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2
Receiving Cash and
Checks
3
Flow of Cash and Checks – in person
Enter into
myUFL
Customer
(endorsed)
Customer
copy
UF Dept
Cashier
Merchant
Copy
UF Dept
Fiscal Person
Supporting
Docs Merchant
Copy
Treasury Management (TM)
Cashiers
Bank
4
Flow of Cash and Checks – by mail
Enter into
myUFL
Customer
(endorsed)
LOGS
UF Dept
Cashier
copy
UF Dept
Fiscal Person
Supporting
copy
Docs
TM Cashiers
Bank
5
Cash and Checks – Handling
Customer pays department – in person
Customer
UF Dept
Cashier
• Payment must be receipted – Cash register
or Uniform Cash Receipt (UCR)
• Review the check for accuracy
• Endorse checks
6
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
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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
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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
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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
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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
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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
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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)
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Cash and Checks – Handling
If checks are received through the mail:
Customer
LOGS
UF Dept
Cashier
– A check log (mail log)
should be prepared by the
person opening the mail.
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Cash and Checks – Handling
• If a check log is used, it must be maintained
as each check is received, and should provide:
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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:
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Cash & Checks:
Preparing the Deposit
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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
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Preparing Deposit
Adding Machine Tape
• Add checks or cash
• Ensures accuracy of deposit
and helps to identify amount
discrepancies
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Deposit
Transmittal
Form
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20
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
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Maxine Word
02/04/2010
Treasury Management
352-392-9057
6400
1234
G 123459
G 123456
02/01/2010
02/04/2010
1,000,000,000.00
NONE
22
778
02/01/2010
13-29
02/04/2010
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Preparing Deposit
Cash Register Tape/UCR
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Cash & Checks:
Movement of Funds
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Movement of Funds
• Each department is responsible for the
conveyance of their collections to
Treasury Management
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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)
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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
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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
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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
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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
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Cash Deposit Summary
• UCR and/or
• Cash Register Tape
Support Documentation Form
Deposit Transmittal Form
Adding Machine Tape
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Cash Deposit Summary
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CASH HANDLING
TUTORIAL
Treasury Management
Finance and Accounting
34