All cash, checks, sales slips, receipts, and other applicable documents  must be secured and safeguarded in a metal lock box and placed in a locked desk, locked cabinet, or locked safe.

Deposits are to be made with the Cashiers' Office in Carter Hall in a timely fashion. The University requires receipts be deposited on a  daily basis if the dollar amount is $100 or more and at least weekly if  the amounts are less than $100. Monies that are held in the department  are at higher risk of being stolen or lost.

According to the University procedures, if a loss of $10 or less occurs, the employee responsible for the cash must report the loss to his/her supervisor. If the loss is greater than $10, the employee must notify the supervisor and the University's Internal Auditor. For losses greater than  $50, the UNC Police Department must be contacted in addition to the supervisor and the Internal Auditor.

All checks must be endorsed immediately upon receipt by the department.  The endorsement is  as follows:

• Pay to the Order of
  Treasurer, State of Colorado
  University of Northern Colorado
  Receipts Clearing Account
  [ Department name here ]

To enhance the internal control over money, a segregation of duties  within the department needs to occur so that errors or irregularities are  prevented or promptly detected. The duties of one employee should provide  a cross-check of the work of one or more other employees. An example of segregation of duties involves one employee opening the mail and making  a list of the checks and amounts while another employee actually prepares a Deposit Transmittal Form for the Cashiers' Office.  The total dollars received and deposited must be the same. If a discrepancy occurs, the amount is to be recorded in the "cash over and short"  object code (4350). The total of the deposit should also agree with the total on the cash receipt received from the Cashiers' Office. Routinely, the above records need to be reviewed by someone other than the individuals  involved in the above functions.

Any time actual cash is received, some type of a prenumbered receipt must be issued. The receipt may either be a cash register tape or a handwritten  receipt, depending on the volume of activity within the department. In  either instance, there must be a unique number associated with each transaction. If handwritten receipts are used, the department must retain a duplicate copy that contains the same preprinted numbers and information as the original.  All receipt numbers must be accounted for in order to provide a reconciliation  of cash received, receipts written, and actual deposit made. This information also provides an audit trail for review by either internal or external auditors of the University. Prenumbered receipt books can be purchased from the Warehouse.

All money received is to be deposited with the Cashiers' Office. No money is to be withheld from a deposit in order to cash personal checks or to purchase miscellaneous items for the department. Purchases made in  this manner reduce the amount of revenue and expenditures reported and  weaken the internal control procedures. If a department needs a fund to  make change or small purchases, contact the University Controller.

Departments are discouraged from using campus mail to make deposits. However, when the deposit consists only of checks and the dollar amount  is minimal, campus mail may be used if it would present a hardship to hand deliver. When a large dollar amount or cash is involved, the deposit must be hand delivered to the Cashiers' Office. The UNC Police Department  (UNCPD) provides a money escort service for campus personnel. Contact the  UNCPD directly to make arrangements for an officer to accompany the staff member to Carter Hall.

Below are the instructions to complete a "Deposit  Transmittal Form" as well as a sample of a completed form. This form  accompanies all money that is deposited. Departments should retain a copy of this form until an actual cash receipt is received from the Cashiers' Office. A comparison of the account numbers and amounts on the two documents needs to occur. All cash receipts should be retained by the department.

Fill in the name of the department, campus location, and date of the preparation of the form.

Fill in the name and phone number of the person who prepared the form.

Check whether the cashier receipt is to be held in the Cashiers' Office or is to be mailed to the department.

Enter the FOAP number for each line of the deposit.

Enter the amount that is to be credited to each FOAP.

Enter the total amount of the deposit.

Enter the composition of the deposit by indicating the dollar  amount of checks, bank cards, and cash. The total MUST agree with  the total listed above. . All currency needs to be sorted by denomination. Adding  machine tapes are to be included for all checks as well as for the deposit total. All checks must be endorsed.

Provide a brief description of the purpose of the funds.