Petty Cash Custodian Annual Training

1. Petty Cash Custodian Annual Training Peggy Weix, Business and Audit Analyst Suzanne Sutton, Controller and Director of Research Administration October 28, 2011

2. Introduction • Overview • Review Policy 300-32: Petty Cash Funds Procedures • Found under Cash Handling and Depositsat: http://controller.ucsf.edu/ • UC Business and Finance Bulletin, Policy for Cash and Cash Equivalents Received (BUS 49) • Internal auditing 2

3. Petty Cash • Key Components of Petty Cash • Petty Cash Funds • The role of a Petty Cash Custodian 3

4. Controller’s Office • Role of Controller • Problems and ramifications

5. Nuts and Bolts Procedure Dos and Don’ts Common errors Auditing References & resources

6. Petty Cash Procedures • Set-up • Change of custodian • Termination • Replenishment Forms located under Cash Handling and Deposits at http://controller.ucsf.edu/

7. Replenishment Request Routing

8. Petty Cash – Dos Access Location and security Appropriate petty cash uses

9. Petty Cash – Don’ts Inappropriate petty cash uses Transaction limits Bank accounts Gift cards Social Security numbers on receipts

10. Common Errors • Incorrect NCA on replenishment requests • Missing approvals on Cash Action Form • White-out • Copies of receipts • Replenishment addressed to wrong department • Calculation errors • Unsigned receipts

11. Auditing Cash counting Physical location Access issues Audit verification letters

12. Where’s the Help? • UC Learning Center Training • Online Course • Live Petty Cash Custodian Training Workshop • Manual and forms available at http://controller.ucsf.edu/ • Cash Handling and Deposits contacts at http://controller.ucsf.edu/ • Look for the appropriate contact • Review the Cash & Controls Org Chart • Department of Medicine • Peggy Weix, cweix@medicine.ucsf.edu • Suzanne Sutton, ssutton@medicine.ucsf.edu