UACES Facebook C.E.S.P. 5-4: Cash Receipting Procedures

 

System Management - Office

C.E.S.P. 5-4: Cash Receipting Procedures

Revised: 02-16-2009
Supersedes: 03-01-2005

A. Mail Order Sales ( by Check or Money Order)
  1) The Department receives the payment and records the information on the daily sales log.
  2) The Department writes a sequentially numbered receipt.  The original receipt is returned to the customer.  The receipt number is noted on the daily sales log.
B. Walk-In Customers (Cash, Check or Money Order)
  1) The Department receives the payment and records the information on the daily sales log.
  2) The Department writes a sequentially numbered receipt.  The original receipt is returned to the customer.  The receipt number is noted on the daily sales log.
C. Daily Summary
  1) Within two business days of receipts, the Department attaches one copy of each receipt issued that day and one copy of the cash, checks, or money orders included on the daily sales log to the daily sales log and sends the log, receipts, copies of cash/checks/money orders, and the cash, checks and/or money orders to the Financial Services Office. The remaining copy of the receipt and a copy of the sales log are retained in the Department’s records.
  2) The Financial Services Office compares the receipts to the daily sales log and the cash, checks, and/or money orders received, then records the receipts in the proper fund in the Banner System. 
  3) The Financial Services Office sends a receipt for the total amount of cash, checks and/or money orders received to the Department for verification with the Department’s daily sales log.
  4) The Financial Services Office reconciles the cash receipt entries on the monthly bank statement to the Banner System and investigates any differences.