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1. It is important to make sure that the cash‐handling and record‐keeping functions are kept separate. In the case of smaller departments where separation of duties is impractical, the supervisory personnel who do not handle cash should perform specific verification for reasonable and sound internal controls.
2. Securing Cash and/or Checks
   1. All departmental receipts of cash or checks should be safely secured using the following guidelines:
      1. All cash and checks should be secured in a safe or lockbox that has limited access.
      2. If receipts are secured in a lockbox, the lockbox should be kept in a locked office or other secure area.
      3. Access to safe combinations or lockbox key should be limited to appropriate personnel.
      4. Safe combinations should be changed in accordance with the Safe Changing Policy. (See Safe Policy and Procedure)
3. Cash Deposits Control
   1. All deposits should be accompanied with a transmittal submitted in duplicate paper, or deposit slip. These forms can be found on the Bursar’s Office website.
   2. Deposits are to be made at the Bursar’s Office (Either Cashier window if not busy or within the office to see designated officers).
      1. All deposits should be personally handed to the cashier. Note: All efforts should be made to avoid end-of-day & lunch-hour drop-offs. Additionally, prior notice of large volumes of cash deposits is appreciated and will allow for a more efficient transfer & receipt of deposit.
      2. Do not leave a deposit at an unattended window or on the counter if the cashier is busy with another customer.
      3. Do not leave the Bursar’s Office until all cash deposits are confirmed, processed and acknowledgement receipt(s) are generated.
   3. Deposits should always be in a sealed envelope or locked bag.
   4. A calculator tape listing the cash total for each denomination and each check along with a grand total for each must accompany deposits.
   5. As documentation for the daily transmittal, please provide detailed check listing, detailed credit card listing and information on the source of cash.
4. Cash Reconciliation Control
   1. Upon completion of a deposit made at the Bursar’s Office, an acknowledgement receipt should be given to the depositor.
   2. It is the responsibility of each department to reconcile all deposit receipts against their own departmental receipt book and Banner account(s).
   3. This reconciliation process should be done no less than once a month and approved by the departmental supervisor.