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The University of Texas Health Science Center at San Antonio Cash Handling Training. Presented by: Office of the Bursar. Cash Handling Training. What is a Cash Receipt Voucher?. Completing the CRV. Verification Section.
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The University of TexasHealth Science Center at San AntonioCash Handling Training Presented by: Office of the Bursar
Verification Section The ‘Bursar Deposit Amount’, in the *upper right hand corner, automatically calculates the deposit total. *Note: if this total is $RED or $BOLD, the amounts have not been properly entered, in one or more of the boxes. Enter the date of the deposit, the Department ID and Name. The Office of the Bursar Cashier will verify the deposit, then initial and enter the date the deposit was received. The CRV will be stamped with a sequential number.
Top Box • Enter the account . The Account Codes can be found on the Office of Accounting’s website. • Enter the Project ID, which is available from the department head or administrator. • Enter a description for the deposit. • Enter the total amount for each account listed.
Cash Box • Enter the name of each person who paid cash and the date it was received. • Enter the amount received from each person.
Checks Box • Enter the name of the person the check is from. • Enter the check number and date written on the check. • Enter the date the check was received and the amount.
Credit Card Box • Enter the last four digits of the Merchant ID. This number is assigned by the UT servicer as part the credit card merchant setup, and is unique to each card type. (MasterCard, Visa, Discover or American Express ) • Enter the Account. The General Ledger account number is issued by Accounting. • Enter the Project ID. This number is issued by the Office of the Bursar, during the merchant setup process. • Enter the total amount charged for each Merchant ID number.
Preparer’s Section Print or type the name of the preparer and sign. List a contact phone number. Hand carry the original CRV and a copy, along with all cash, checks and credit card settlements, to the Office of Bursar. *NOTE: interoffice mail does not provide adequate security.
Cash Receipt Deposit Voucher The Office of the Bursar Cashier will verify the deposit, then initial and enter the date the deposit was received. The CRV and the copy will be stamped with a sequential number and the copy returned for departmental records.
Cash Deposits • Prepare deposits > $500 within one business day • Transport in a concealed, secure manner • Large sums of cash require UT Police escort • Loose coins should be rolled and labeled • Nointeroffice mail of CRV deposits will be accepted
Check Deposits • John Q . Public 12/21/12 • 123 Main St • Anywhere USA • Pay to the order of:___________UTHSCSA___________ $500.00 • Five Hundred Dollars and 00/00_______________________________ • For:_____tuitionJ.Q. Public
Check Deposits • Department of R&D D1000 • The University of Texas • Health Science Center • For Deposit Only • BACK OF CHECK
Credit Card Deposits Rebuttals and Chargebacks
Office of the Bursar Deposits The original CRV and a copy Cash, checks, credit card receipts and settlement Supporting documents and a list of all checks
Office of the Bursar Deposits Retain CRV copy for departmental records
HOP Policy • Monies may not be held from deposit for an excessive time. • Monies not collected on a daily basis should be deposited twice weekly. • Preparer and the Department Head are liable for deposit discrepancies. • Tamper proof bags for all deposits.
Remote Campus Deposits Monday Tuesday Friday
PER HOP POLICY • NO • deposits will be accepted through interoffice or intercampus mail.
