Post on 02-Jan-2016
June 2009 Your Partner for Successful Solutions 1
Cash Handling and Cash Handling and ManagementManagement
•Guideline # 4.1 – Cash Handling and Management http://www.utsa.edu/financialaffairs/opguidelines/4.1.html •Guideline #4.1.1- Processing Cash Paymentshttp://www.utsa.edu/financialaffairs/opguidelines/4.1.1.html
•Departmental Cash Handling Request Form•Departmental Cash Handling Security Policy•Revised Deposit Transmittal Form•Credit Card Methods – Quick Reference Chart•Credit Card Payment Form•Credit Card Discount Charges and Fees•UTSA Check Register
Departmental Cash Departmental Cash Handling Request FormHandling Request Form
• Used to request authorization to accept cash, checks or credit cards
• If requesting credit card authorization, Office of Accounting will request Merchant ID and order equipment.
• Submitted in conjunction with Departmental Cash Handling Security Policy
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June 2009 Your Partner for Successful Solutions 3
Departmental Cash Departmental Cash Handling Security PolicyHandling Security Policy
• Each department that accepts cash, checks or credit cards will be required to have a security policy on file with Financial Services.
• Addresses type and volume of payments & physical security
• Deposit Transmittal daily for payments of $500 or greater
• Do not copy checks unless redacting customer account and routing numbers.
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Deposit Transmittal Deposit Transmittal FormForm
• Form basically unchanged, but detailed instructions added, including method by which CC Discount Charge may be charged to department or cardholder.
• Supervisor signature required
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Credit Card Processing Credit Card Processing Methods – Quick Reference Methods – Quick Reference
ChartChart
• Overview of fees and charges that may be relevant for each CC payment method
• FSO – only for small volumes• Dedicated CC machine in
department• 3rd party online vendor
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Credit Card Payment Credit Card Payment FormForm
• Optional form for taking credit numbers over the phone and/or submission to FSO for processing
• Any retained copies of CC information must be shredded
• FSO will shred forms submitted to them after processing CC payment
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Credit Card Discount Credit Card Discount Charges and FeesCharges and Fees
• Listing of potential fees and charges for acceptance of credit cards
• Different fees for each CC vendor and method of acceptance (web, keyed-in, swiped)
• Subject to change
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UTSA Check RegisterUTSA Check Register• OPTIONAL• May be used in lieu of log book,
but items marked with an asterisk are required to be recorded regardless of method used.
• If accepting payments in person, should give pre-numbered receipts
Training and Training and DocumentationDocumentation
• Training class will be offered starting in FY10 in TXCLASS
• Existing users will be asked to submit Departmental Security Policy for our files.
• QUESTIONS??
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