PowerPoint Presentation

1CASH HANDLING TUTORIALTreasury ManagementFinance and Accounting

#2 OverviewReceiving Cash and ChecksPreparing the DepositMovement of Funds#Receiving Cash and Checks

#3Flow of Cash and Checks in person

Customer

UF Dept Cashier

UF Dept Fiscal Person

Enter into myUFL

Treasury Management (TM) Cashiers

Bank

(endorsed)MerchantCopy

SupportingDocs

MerchantCopy

Customercopy#Flow of Cash and Checks by mail

UF Dept Cashier

UF Dept Fiscal Person

Enter into myUFL

TM Cashiers

Bank

(endorsed)copy

SupportingDocs

copy

Customer

LOGS#Cash and Checks HandlingPayment must be receipted Cash register or Uniform Cash Receipt (UCR)Review the check for accuracyEndorse checks

Customer

UF Dept Cashier

Customer pays department in person#Cash and Checks HandlingUCR = Uniform Cash ReceiptsMust be used if cash or checks are received in person, unless a cash register or other validated receipting system is in place

#Cash and Checks HandlingUCR = Uniform Cash Receipts (continued)Three ply carbon copies:Golden goes to the customerWhite stays with the departmentBlue submitted with the deposit to TMFor voided receipts:Golden and White stays with departmentBlue submitted with next deposit

#Contact Treasury Management to obtain new UCR books or return unused UCRs

Treasury ManagementCriser Hall, Room S112C392-9057tmhelp@admin.ufl.edu

UCRsCash 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 madeCash 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 UFChecks must be payable in US DollarsCash 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 signedCash and Checks Handling#For Deposit OnlyWachovia BankUniversity of FloridaBoard of TrusteesDepartment NameDept BU Number (opt)All checks must be restrictively endorsed immediately upon receiptDepartments must order their own stamps from office supplier:

Cash and Checks Handling

Wachovia transition to Wells FargoDepartments can continue to use existing Wachovia stamps indefinitely new stamps should state Wells Fargo Bank, N.A.#Cash and Checks HandlingA check log (mail log) should be prepared by the person opening the mail.NOTEA UCR may be used in lieu of a check logwhen checks are received infrequently.

UF Dept Cashier

Customer

LOGSIf checks are received through the mail: #If a check log is used, it must be maintained as each check is received, and should provide:

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:

Cash and Checks Handling

#Cash & Checks:Preparing the Deposit#Preparing your deposit for TMDeposit Pieces please submit in this orderCash/ChecksAdding Machine TapeDeposit Transmittal FormSupport Documentation Form Receipt cash register or UCR

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Preparing DepositAdding Machine TapeAdd checks or cashEnsures accuracy of deposit and helps to identify amount discrepancies#20

Deposit Transmittal Form#Preparing DepositSupport DocumentationSupport Documentation for Deposit Transmittal Form must be attached

Department is responsible for full disclosure of pertinent information concerning the depositDisclose any other data necessary for proper identification relative to the departments records

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Maxine Word02/04/2010352-392-9057Treasury Management64001234G 123456G 12345902/01/201002/04/20101,000,000,000.00NONE#

77813-2902/01/201002/04/2010#

Preparing DepositCash Register Tape/UCR

#Cash & Checks:Movement of Funds#Movement of FundsEach department is responsible for the conveyance of their collections to Treasury Management

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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 currencyArmored courier service available (for a fee)Movement of FundsSecurity#Movement of FundsSpecial SituationsLarge concerts and other productions should make security arrangements directly with:

University Police, 392-1111 and University Cashier, 392-0185#Take the money to TM/Cashiering

Located at S-113 Criser HallDrop box Emptied at 8:00 a.m.Over the counter No later than 10:30 a.m.Monday - FridayMovement of FundsTo Treasury ManagementAll deposits received in the drop box after 8:00 am will be processed the next business day.NOTE#Over the counter depositsBetween 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 purchasedMovement of FundsTo Treasury Management

#Movement of FundsTo Treasury Management

Complete the form and bring TWO copies to Treasury ManagementBoth copies are signed by the department and Treasury Management

One is for department and one is for Treasury Management# UCR and/or Cash Register TapeSupport Documentation FormDeposit Transmittal FormCash Deposit Summary

Adding Machine Tape#

Ready for DepositCash Deposit Summary

#CASH HANDLING TUTORIALTreasury ManagementFinance and Accounting

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