The University of Texas Health Science Center at San Antonio Departmental Change Funds
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Transcript of The University of Texas Health Science Center at San Antonio Departmental Change Funds
The University of Texas Health Science Center at San Antonio Cash Handling Procedures
The University of TexasHealth Science Center at San AntonioDepartmental Change FundsPresented by: Office of the Bursar
1Petty Cash Accounts Miscellaneous Items Operating Expenses Change Study Participants
2Petty Cash AccountsDepartmental Change FundsStudy Participant FundsImprest Funds
3Departmental Change FundsMay NOT be used forSole function
Study Participant FundsUniversity Research Study Patientsand ParticipantsReceipt
5Study Participant FundsPlease visit HOP section 7.7.2 for comprehensive details on the
Management of Research Participant Payments
6Imprest Funds
May not be purchased fromoutside source Approved PurchasesPetty Cash AccountsThe UT Systems Cash Management and Cash Handling Policy #166
HOP 6.4.38UTS 166 Cash ManagementandCash Handling Policy
UTS 166 Cash Management and Cash Handling PolicyDepartment Head Justify the fund Reviewed and approved by CBOAssigned Custodian(s)Custodian and Department Head assume fiscal responsibilityCustodianship changes require approval of CBO
Petty Cash Fund RequestUTS 166 Cash Management and Cash Handling Policy>$500 requires approval of CBONo single transaction >$100Requires Petty Cash Voucher and valid receipt
Petty Cash Fund UTS 166 Cash Management and Cash Handling PolicyNever deposit into personal bank accountFund is closed after three fiscal quarters of inactivityDate extensions require approval of CBO
Petty Cash Funds cont.UTS 166 Cash Management and Cash Handling PolicyNot be held for excessive period of timeCustodian and Department Head assume fiscal responsibilityBusiness purposes only Never commingled with personal or other System funds
Petty Cash DisbursementsPetty Cash for Patient Reimbursement $125
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JQ Public MD
John Q Public MD
Reimburse travel for Study Participants
Loretta Keys Admin #123R&D UPLThe Petty Cash FundRequest Form
Petty Cash AccountForm to Bursar Cashier
Bursar notifies Custodian
Funds maintained in locked/secure area
Custodian/Department head only, may disburse petty cash funds
Reconcile Petty Cash Accounts Weekly reconcile to log
Reviewed and approved by Supervisor
Daily Reconciling ProceduresCash + Receipts = Fund
Discrepancies in fund reported accordingly
Replenish Fund
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Petty Cash Reimbursement FormLoretta Keys$35.00
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Reimburse patient participants
Loretta Keys
JQ Public MD
19HOP 6.4.3A Valid Receipt An original sales slip, cash register receipt, canceled check or credit card slip
HOP 6.4.3
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21Theft
Report Immediately Report to UT Police losses >10% or $25 Obtain police report Replenish Fund22
Closing a Petty Cash Fund
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Closing a Petty Cash Fund cont.
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