I. Title
Cash and Check Handling Procedure
II. Objective
The purpose of this procedure is to provide guidance in completing daily cash handling.
III. Scope
This procedure supports UT System Policy UTS 166 Cash Management and Cash Handling, which requires that money from all sources received by the University will be deposited in the Office of Student Accounts on a daily basis if the receipts of cash and/or checks total $500 or more, and twice a week if these receipts total less than $500.
IV. Procedure
A. Responsibilities
- Departments
- a. Deposit money in accord with requirements of UT System Policy UTS 166 and this procedure.
- b. Reconcile cashier’s receipt to monthly Cost Center and Project Statements.
- Cashier
- Verify and process deposits according to this procedure.
- UTA Police Department
- Provide escort service as needed.
B. Deposits of Receipts by Departments
- UT System Policy UTS 166 requires that money from all sources received totaling over $500 must be made or prepared for next day deposit, within one business day. Those departments or locations that do not collect revenue each day or whose deposit is not cost efficient for daily deposits must make deposits at least twice weekly.
- The department should complete Form BF-P-F-17 Departmental Deposit to accompany the deposit. The Departmental Deposit Slip should indicate the cost center and title to receive credit along with the appropriate general ledger code(s) and amount(s). A brief description of the deposit should be placed on the deposit slip. Run the Departmental Detail Receipt Report UTA_SF_DEPT_RECEIPTS from MyMav for deposit details.
- The cashier will verify the amount of the deposit with the deposit slip, stamp it PAID, and return one copy to the individual making the deposit. Departmental personnel should reconcile the cashier’s receipt to the monthly Cost Center and Project Statements. Run the Departmental Detail Receipt Report UTA_SF_DEPT_RECEIPTS from MyMav for deposit details.
C. Collection of Cash (or Checks) and Cash Receipt Books
- Cash deposited with the University must be accompanied by a UTA Cash Receipt from the departmental cash receipts book available from the Office of Student Accounts. See Form BF-P-F-18 Cash Receipt Form.
- a. The cash receipt books are in four parts. The top copy (white) is given to the individual who makes a payment to the department. The second copy (blue) is submitted along with the cash and a departmental deposit slip to the Office of Student Accounts. The third copy (green) is retained by the department as their record of the transaction. The fourth copy (yellow) remains in the cash receipt book.
- b. Departments who have numerous cash transactions, such as concession sales or cash register sales, may total up their cash and make a single cash receipt to accompany the cash being deposited at the Office of Student Accounts. A new cash receipt book will be issued by the Office of Student Accounts upon presentation of the depleted book.
- The Office of Student Accounts will process departmental deposits without a department representative present for deposits that have been submitted utilizing the Departmental Deposit Drop Off Service.
- a. Departmental Deposit Drop Off Service requires the deposit to be in a sealed, disposable deposit bag with a completed Deposit Drop Off Form and must be received by the Office of Student Accounts no later than 3:00 P.M. to be processed the same day. If discrepancies are found, the Office of Student Accounts will reach out to the departmental contact indicated on the deposit slip by phone and/or email and request a departmental representative return to correct the deposit. If the deposit is not picked up by the department nor corrected by 3:00 P.M. that same day, the deposit will be processed based on the totals determined by the Office of Student Accounts.
- b. Processed deposit receipts will be emailed to the departmental contact indicated on the deposit slip and the original hard copies will be sent via inter-office mail.
- c. All deposits brought to the Office of Student Accounts after 3:00 P.M. will be processed at the time of the drop and must have a departmental representative present. Departments with deposits requiring an escort should work directly with the UTA Police Department.
- d. Any deposit that contains cash of any amount must be brought to the Office of Student Accounts by a regular employee.
- e. All deposits that contain $1,500 or more in cash must be accompanied by a University police escort. Deposits of less than $1,500 will not be provided a University police escort.
D. Check Handling
- “University of Texas at Arlington” should be stamped or written on the payee line of any check that is received without UTA, UT-Arlington, University of Texas at Arlington, or any other description that describes this University.
- The official Form BF-P-F-19 Restrictive Endorsement Stamp will also be impressed immediately on the trailing edge of every check received.
- A log of checks received through the mail must be maintained to reflect the following information:
- a. Received from
- b. Reason for check
- c. Amount of check
- d. Date received and initials of employee receiving the check
- e. Cost center credited
- f. University cash receipt number (if appropriate)
- g. Date of receipt
- Logs will remain in departmental files for review by auditors. Form BF-AS-F-4 Daily Check Log is an acceptable format for maintaining logs of checks received via the mail.
V. Definitions
N/A
VI. Relevant Federal and State Statutes
N/A
VII. Relevant UT System Policies, Procedures and Forms
Business Affairs Forms and Documents:
- BF-AS-F-4 Daily Check Log
- BF-P-F-17 Departmental Deposit
- BF-P-F-18 Cash Receipt Form
- BF-P-F-19 Restrictive Endorsement Stamp
- UT System Policy UTS 166 Cash Management and Cash Handling
VIII. Who Should Know
All University departments who handle cash.
IX. UTA Office(s) Responsible for Procedure
- Responsible Officer: Associate Vice President & Controller, Business Affairs
- Sponsoring Department: Accounting Services
X. Dates Approved or Amended
- October 18, 2019
- August 12, 2024 (Last Reviewed)
XI. Contact Information
- All questions regarding this procedure should be directed to: acctservices@uta.edu
- Send notifications of errors or changes to: policysite@uta.edu