cash handling and deposits

1. Cash Handling and Deposits

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3. 3 Cash Policy Highlights Fingerprints Mandatory for all those who handle cash and cash equivalents Examples: Opening mail; those who handle cash occasionally (vacation coverage); all petty cash custodians (including those previously exempt � funds under $200) Opening Mail Mail should be opened by 2 people and checks endorsed immediately Transporting Deposits Deposits should be taken to the drop safe in double custody Deposits should not be transported to the bank if you have a drop safe in your building or nearby

4. 4 Depositor Check List Deposit once a week or whenever total is $500 or more � whichever comes first Endorse checks in proper space Photocopy all checks Complete deposit slip correctly Check addition on deposit slip Remember traveler�s checks are same as checks Write location # on deposit bag Prepare and submit journal within 5 working days as a best practice Control customer/patient information

5. 5 Endorsing Checks Endorse checks immediately upon receipt Limits the negotiability of the check Ensure endorsement is placed in proper location on check Proper placement avoids bank stamping over important information. Stamp should be legible with correct phone number to avoid delays in department notification of a returned check. For new or additional stamps, refer to the Cash Handling and Deposits Contacts page on the Controller�s Office website.

6. 6 Endorsing Checks�.(continued)

7. 7 Drop Safe Locations Parnassus Campus @ Millberry Union: G Level, Rm.G3 Laurel Heights: In main lobby, near guard desk Mission Bay @ Genentech Hall: Telephone alcove, near guard desk Mission Center: In lobby, near guard desk San Francisco General: Building 20, 4th Floor, near room 2406 Mt. Zion @ 1600 Divisadero, 1st Floor, wall safe at the Security Office This location requires an armored car tag For armored car tag, refer to Order Deposit Slips/Bags on Cash Handling and Deposits Contacts page of Controller�s Office website. Other options: Directly at bank Armored Car

8. 8 Common Deposit Errors Writing totals on wrong line Currency should be written on top line where indicated on deposit slip Total of checks should be written in the area designated for checks with the notation �total checks� or �see tape� or �see listing� Not writing total on deposit slip Total of checks and cash should be written at bottom of deposit slip where indicated Error in addition on deposit slip

9. 9 Common Deposit Errors Dropping deposit in drop safe and leaving out part of deposit Always write your location number on the bag � your assigned location number is printed on the lower left corner of your deposit slip. Realizing error after deposit is made and changing copies Total of deposit on journal should always match amount on deposit slip sent to the bank. Errors are adjusted separately by the Cash & Controls unit. No endorsement on checks No tape listing of checks

10. 10 Checks Received as Gifts Send to UCSF Foundation Lockbox Union Bank Lockbox NO1622 Lockbox #45339 460 Hegenberger Road, Bldg. 930 Oakland, CA 94621 Include copies of relevant back documentation for deposit processing by Gift Administration Note: For questions, refer to Gifts and Endowments Contacts page of the Controller�s Office website.

11. 11 Checks Received for Sponsored Projects Extramural Funds unit should deposit payments for sponsored projects and record the deposit in the Research Administration System (RAS). Notify sponsor of Mailing Address for payments. For payments already received, deposit payment using a drop-safe. Do NOT prepare or approve the journal. Fax a copy of (1) deposit slip, (2) check, (3) its back-up papers to EMF Cash Management at 415.502.1444. Note: For questions, refer to Sponsored Projects (Post-Award) Contacts page on the Controller�s Office website and contact your service team lead.

12. 12 Wires/ACH Controller�s Office sends daily email of funds received Funds remain in Cash NCA 110004 until the following month Wire/ACH receipts are claimed by: Creating a journal debiting Cash NCA 110004 Notifying the Extramural Funds unit for sponsored project receipts who will record the payment in the Research Administration System (RAS). Funds left unclaimed are transferred to the Undistributed Wires NCA 116036 by Cash and Controls unit. This transfer takes place toward the end of the month following the month of receipt. For example, January wires would move to NCA 116036 around the end of February.

13. 13 Wires/ACH�.(continued) Undistributed wires NCA 116036 (Open item account) Monies remain for 13 months Funds left unclaimed are moved to the Chancellor�s Fund in the 14th month Unclaimed funds information is updated monthly on the Controller�s Office website Controller�s Office website Cash Handling and Deposits / Procedures & Job Aids To claim a wire, departments should contact the Cash & Controls unit for specific requirements for the journal. Refer to the Cash Handling and Deposits Contacts page on the Controller�s Office website.

14. 14 Cash Journals � Source 320 Journals � must be prepared and approved within 5 business days of cash deposit SAS 112: Key Control # 1 Journal Deadline � End of Month Cash Journal Approver must approve by 2nd working day of month for previous month�s journals Preparers can continue to create journals � just cannot submit for approval Alternate Approvers Assign for vacation/long-term Illness

15. 15 Cash Journals � Source 320 Journal Guidelines Must use source code 320 for Cash Journals Enter deposits individually on journal Debit line to cash NCA 110004 must match deposit slip Line description for cash line should read: �deposit mm-dd-yy� Line description on deposit made later should read �work mm-dd-yy - dep mm-dd-yy� Example: �work 4-20-10 - dep 5-8-10) Reference � should be location # found on lower left corner of deposit slip Do not scan checks as attachments Print procedures and quick references Controller�s Office website/Cash Handling and Deposits

16. 16 Common Journal Errors Journal line debiting Cash NCA 110004 �Journal Line Description� slot does not have date of deposit �Reference� slot is missing location number Multiple deposit slips total are added together and entered into one journal line Journal date entered is outside of accounting period For example, journals for October close prepared on 11/1, should be dated 10/31 Department creates a reversing journal to correct a mistake in the original journal Do not create a reversing journal. Contact Cash and Controls unit for instructions on how to correct.

17. 17 Accepting Credit Cards All credit card business must be conducted with vendors pre-approved by Office of the President UCOP negotiates with service provider for best rate Credit Card Compliance Payment Card Industry � Data Security Standard (PCI-DSS) UCOP hired Ambiron TrustKeeper Internet: Cardholder information is protected through firewalls and scans of our system Terminals: Card numbers, receipts, etc. are locked up with access on a need to know basis Card Associations require everyone handling credit cards to take training annual When scheduled, dates will be announced in the Cash Handling and Petty Cash Administration section of �From the Controller�s Office� newsletter

18. 18 Accepting Credit Cards�continued New focus due to increase in identity theft & credit card fraud Theft � Missing card information Contact cardholder immediately to inform that information may be compromised. Advise them to contact their issuing bank who will probably close card & issue new one. If we don�t act immediately, breach of information could result in fine starting at $100K plus an audit of entire organization including Medical Center & Foundation.

19. 19 Tools to Assist Cash Handling and Deposits functional section Overview (for new users) Frequently Asked Questions (FAQs) Policies Procedures and Job Aids Journal Preparers and Approvers Petty Cash Custodians Undistributed Wires Training Forms Contacts

20. 20 Training UCSF Cash Policy Highlights eCourse Required for ALL Cash Handlers and Cash Depositors In addition, all cash handlers and cash depositors are required to retake the training yearly. Policies for Petty Cash Handlers eCourse Required for ALL petty cash custodians Required when there is an increase to an existing fund or a change of custodian to an existing fund

21. 21 Training �From the Controller�s Office� newsletter Updates and tips in the Cash Handling and Petty Cash Administration section Other training � dates announced in �From the Controller�s Office� Credit Card Conference Required for all who handle credit card payments OR cardholder information Petty Cash Workshop Training for Petty Cash Custodians

22. 22 Customer Service Notify Controller�s Office of changes for: Credit card compliance Emergency notification (provide Manager�s name and phone #) Customer Service for Online Journals: 514-4100 Select Option 2 for Campus Next select Option 2 for assistance with the application systems of PeopleSoft, ERS, and WebLinks