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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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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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