Cash Receipts Checklist

Taking Cash

Units who receive cash have prior authorization to receive it.
All funds received are documented on a pre-numbered cash receipt form or in a cash register.
Receipts are not used to pay bills or expenses of any kind.
Unit procedures prohibit check cashing (unless specifically exempted, such as main cashier).
Certain information, as defined by management, is obtained before a check is accepted.
Voided transactions are approved, before completing the transaction, by someone other than the person receiving the funds.
Cash refunding and cash receiving duties are separated and refunds are independently authorized.
Checks are restrictively endorsed (by putting a “For Deposit Only, Weber State University” stamp on the back of the check) upon receipt.

Receipts and cash are reconciled daily, and deposits are submitted with three working days, or daily if receipts exceed $500.
Cash shortages are reported to supervisor and when necessary Campus Police.
Unit retains a copy of the deposit and compares it with the Main Cashier receipt.
Accounting reports are reconciled monthly to copies of deposits.
Deposits are reconciled daily to sales.
Locked transfer bags are used to transport deposits to the cashier.

Each cash fund is accessible to only one person.
Cash funds are kept locked except when authorized custodian is using it.
Cash receiving and accounting duties are separated.
Knowledge of safe combinations should be restricted, and combinations should be changed often, especially when turnover occurs.

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