Administrative Service Center Standard Operating Procedure (SOP) Task: Sub-Process: Preceding task: Revision Date: Description: Responsibility:

Frequency: Process Steps:

Cash Deposits (Misc. Income)

June 23, 2001 Cash Handling for misc. income to be deposited at the Five Bank, Geneva, NV. *Units and Departments should utilize the Cash Management Lock Box process as a general rule. The process described below is an exception process. Department/Unit Administration, ASC Transaction Specialists, ASC Team Leader, ASC Administrative Assistant Timing:

Department/Unit Administrative Support

Step 1: Receive cash/checks (Dept./Unit Administrative Support) Endorse immediately upon receipt: For Deposit Only Prepare a pre-numbered customer receipt using 2-part receipt book. Provide the original to the customer and retain one copy in receipt book. (Addendum A) Prepare a 4-part NVSAES Report of Income for Deposit form (Addendum B) to send cash/checks to the ASC (serves as a control document). Be sure to include accurate cash/check totals. Forward the first three copies (white, yellow, pink) to the ASC and retain the last copy (gold) for your records. Place the Income for Deposit form along with the cash/checks in the Accountable envelope and hand to mail carrier. In the absence of mail carrier, deliver directly to the ASC. Receive a copy (pink) of the Income for Deposit form back from the ASC and attach to the Department copy (gold) verifying that the total of checks/cash sent to the ASC equals the amount received/signed for by the ASC. Retain both copies for department records. Notify the ASC if you do not receive confirmation of cash/check receipts within two business days of the Income for Deposit form being sent.

ASC Transaction Specialist A

Step 2: Receive checks/cash Receive Income for Deposit form with cash/checks from the mail carrier. Verify the total received from the Department/Unit. Sign and date the Income for Deposit form and return a copy (pink) to the Department/Unit. Indicate the operating account to credit for each deposit. Pull the original invoice copy from the file, indicate the date paid, and place with the Income for Deposit form. Post the customer payment (if applicable) in the AccountEdge billing system. Forward the first copy (white) of the Income for Deposit form to the ASC Administrative Assistant for bank deposit reconcilement. Place the last copy (yellow) of the Income for Deposit form along with the cash/checks, and invoice copy in the ASC locked safe for deposit.

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ASC Transaction Specialist B

Step 3: Prepare bank deposit Retrieve cash/checks from the ASC safe and prepare ASC Bank Deposit spreadsheet (Addendum C) Run a calculator tape indicating cash, coin, and checks for deposit. Ensure that the calculator tape equates to the ASC Bank Deposit spreadsheets totals. Prepare the Five Star Bank deposit ticket (Addendum D) indicating cash, coin, checks, and total of deposit. Deliver deposit to the local bank: Five Star Bank, Geneva, NY Receive deposit receipt and place with deposit documentation (yellow Income for Deposit form and invoice copies). Complete a journal (JEMS) to credit operating (faculty/program) account and to debit the University general ledger accounts (710-0017 & 710-0029). Forward completed deposit to ASC Administrative Assistance to reconcile.

ASC Transaction Team Leader

Step 4: Approve JEMS Validate accounting on JEMS by utilizing deposit backup documentation (Income for Deposit form and invoice copies). Ensure that the amount deposited (bank receipt) is the amount debited from the University general ledger accounts (710-0017 & 710-0029).

ASC Administrative Assistant

Step 5: Validate funds deposited On a weekly basis, reconcile the white Income for Deposit forms with the weekly deposit using the yellow Income for Deposit forms and the bank receipt to ensure that all funds were deposited by Transaction Specialist B File completed bank deposit with ASC records

ASC Transaction Team Leader

Step 6: Bank Account Reconcilement Reconcile bank accounts/university general ledger accounts monthly by utilizing bank statements received from the Division of Financial Affairs Cash Management Office (Addendum E) Prepare JEMS to move bank interest to the proper account and to make necessary adjustments (NSF, chargebacks). Send JEMS to ASC Transaction Specialist A for approval. File completed JEMS with ASC records.

Input(s): Output(s): Form(s) reqd: Report(s):

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Tools reqd: Policy/Rules: Error correction Procedures: Written by: Reviewed by: SOP filename: File Location:

Policy 3.22; Accepting Cash and Checks

Geneva Administrative Service Center

C:\Documents and Settings\My Documents\Procedures\CashDeposits.doc

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