17.13 Security of Cash and Valuables

Offices on campus which receive funds in the form of cash or checks should adhere to the following guidelines:

All funds should be deposited with the Business Office Cashier by 4:45 pm each day for safe keeping of funds in the Business Office safe.

If it is after business hours, funds may be left in the lockbox located outside of the Cashier’s Office.

A Receipt of Payment form must accompany any funds given to the Cashier which is available on the Faculty portal under Human Resources, forms.

Offices which collect cash or checks for minimal amounts (under $50) may keep the funds in a locked cabinet or drawer for up to three days at which time they should be deposited with the Cashier. Examples are funds collected for: library fines, exam proctoring, compass tests, and transcripts.

Funds received through the following processes will be managed by the specific procedures outlined below.

• Receipts for the payment of school activities
• Receipts through the Mail Room
• Special events such as Theatre performances

Receipts for School Activities (Athletics, Music, Theatre, GEO, etc.)

1. Coach/Instructor to Print Receipt of Payment forms for as many needed and provide to students who plan to pay for a school-related activity. The form should have as much completed as possible by the Coach/Faculty/Staff Member prior to distributing to students. This form can be used for camps, trips, student activities, athletic fees, etc. The student is then required to turn in the form to RC Cashier directly with the payment.
2. At the time the student pays, a completed Receipt of Payment form and funds should be turned in to the Cashier during normal business hours. If the activity is offsite, then please have students complete a form and turn in one form per payment received.
3. For on-site activities, Cashier will provide student with a CAMS receipt. This receipt can then be given to the appropriate Coach/Faculty/Staff Member to show proof of payment (if necessary).

Receipts Through Mail Room

1. All incoming mail will be opened by the Mail Room Attendant in order to account for all receipts. The following exceptions will apply: Student/Employee mail (for those living on campus), Lake Norcentra Basketball, Human Resources mail, envelopes marked “personal & confidential” and AP invoices. This is the only way to insure all checks are properly logged and accounted for.
2. Mail Room Attendant will then distribute mail to appropriate mail boxes on a daily basis excluding any receipts.
3. All receipts coming through our mail room or hand-delivered are to be logged in a Google Doc by the Mail Room Attendant and reviewed by a Development Dept. staff person (two people are necessary).
4. Two copies of the daily log should be printed. One copy will accompany Development Dept. receipts and the other copy will accompany Business Office receipts.
5. All donated funds will be entered in Raiser’s Edge prior to submitting to the Cashier for processing.
6. Mail Room Attendant will notify (via email) respective individuals if money has come in associated with their department. The recipient can then access the Google Doc for the details.
7. If, by chance, an envelope with funds inadvertently arrives to someone within RC other than Development or the Business Office, the Staff Member should promptly return the envelope to the Mail Room for processing.

Special Events

1. All tickets for printing must be pre-numbered… please specify that when placing order.
2. One week prior to event, supply Cashier with a check/cash request form for start-up cash needed. Include currency breakdown (i.e. do you need $200 of change made up of 2 20’s; 2 10’s; 30 singles and balance in quarters).
3. Theatre Administrator (TA) will handle sales of event tickets prior to the performances. On a daily basis, TA will turn in daily sales of cash/checks and a detailed reconciliation showing tickets sold, ticket numbers, price and quantity. Totals should agree to sum of cash/checks turned in. Any online sales will flow through Blackbaud Event software.
4. On day of event or last business day prior to event, Cashier will provide funded cash box and request sign off by Box Office personnel for the advanced funds.
5. Two individuals must always be present for ticket sales and end of evening reconciliation.
6. At the end of the event or each evening, complete ticket sales log reconciliation. Total ticket sales should agree to cash/checks/comp tickets/credit cards collected for the event. Any donations should be separately stated. Both individuals should then sign off on ticket log sheet.
7. Cash box with completed paperwork (unused ticket stock, log sheet and start-up cash) must be turned into Cashier’s Office either directly or by way of the night-time depository slot. If event runs for several days or over the weekend, start-up funds may be kept locked in a secure place and only excess funds deposited into Cashier’s night-time depository.