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FISCAL MANAGEMENT OPERATIONS GUIDE

Faculty/Staff Services

XIII. Departmental Deposits

All departmental deposits are made at the Fiscal Services Offices. These deposits may be taken to any of the three office locations: JPL 1.03.06, MS 1.02.04, or Downtown at FS 1.500D. Departmental deposits require a completed "Deposit Transmittal Form" which are available at Microsoft Outlook/Public Folders/All Public Folders/UTSA Forms/Fiscal Services

It is important that the Deposit Transmittal Form be completed with the following information:

·         Date

·         Name of department making the deposit

·         Department Extension Number

·         Description of the deposit (what you want your monthly ledger to show)

·         Complete and valid account number (10 digit number) as well as a valid object code (if your are unsure of this information, the Office of Accounting can assist you)

·         Amount of the deposit

·         Signature of staff member preparing the deposit and a signature by management (Both signatures are required)

The Fiscal Services cashier entering the deposit will confirm that the totals of checks, cash, and credit cards listed on the form match the actual checks, cash, and credit cards attached. If there are any discrepancies, the cashier will immediately return everything to the department representative for correction.

Deposits that are dropped off by department for later processing will be immediately verified and a manual receipt will be provided to the department representative.  The deposit if not processed immediately will be logged into a “Pending Deposit Log”.  Once complete the Fiscal Accounts Specialist will log the receipt number and initial. 

Deposits that are dropped off and verified that for some reason need to be returned to the department (ie:  declined credit card) will be logged into the “Returned Deposit Log”.  Prior to release of the deposit a staff identification card will need to be presented and the log book signed by the representative.

Deposits made will not be reflected in the account balance on *DEFINE until final approval is completed by the Office of Accounting. This process is generally completed within 3 to 4 business days.

XIV. Cash Handling Procedures

The proper handing of cash and checks is a necessary control function. The attached procedures should be carefully reviewed and shared with all personnel involved with receiving funds for the University. Supervisory personnel must monitor constantly to detect any control weaknesses and should obtain explanations for fluctuations.

Procedures for the Receipt and Custody of Money

The following procedures apply to any department within the University of Texas at San Antonio authorized to receive money:

  1. No department, division or individual staff member is authorized to receive money in the name of the University of Texas at San Antonio unless authorized in advance by the Office of the Business Manager. (Board of Regents Rules, Series 22101 (2) Sec. 1)
  2. Each department accepting cash (also includes checks) shall maintain a documentation file. This file shall include:
    1. A written cash handling procedure for the department. The Internal Audit Office in the normal course of its activities will review the procedure.
    2. An authorization for each petty cash fund used by the department. The Accounting Office must approve the fund.
    3. A copy of this procedure.
  3. Receipts of cash or checks should be recorded as soon as practical. This may be accomplished through the use of a cash register or the issuance of pre-numbered receipts (or tickets) or, at a minimum the posting of receipts to a log book.
  4. Use of Pre-Numbered Receipts (or Tickets):
    1. Departments should initiate a procedure whereby an individual who does not function as a cashier or prepare the deposit approves the voiding of a receipt/ticket.
    2. Departments should insure that numeric accountability of all receipts/tickets is maintained. An individual, who does not function as a cashier or prepare a deposit, should periodically review the numeric sequence of used receipts/tickets to insure accountability for all receipts.
  5. Use of Log Books:
    1. The log itself should be a bound book, such as a ledger book, with pre-numbered pages.
    2. The following information should be entered in the log:
      • The date the cash or check was received,
      • The date of the check,
      • The payer,
      • The amount,
      • The date of deposit,
      • The income code used for the deposit,
      • If desired, a description or comment referencing the purpose of the check.
  6. All checks received should be made payable to The University of Texas at San Antonio. The department's name may be included. An endorsement "For Deposit Only..." must be stamped on the back of each check as soon as feasible after receipt. Deposit stamps are available at the Fiscal Services Office.
  7. Personal checks should not be cashed for ANY reason. Checks should not be accepted from those individuals with a history of writing "hot" checks. Checks for the exact amount of sales may be accepted. Tax is to be collected if applicable. The amount of sales tax must be separated on the deposit transmittal form using code 6011.
  8. When a check is received to refund a previously incurred expense, the deposit must be made to the account from which the expenditure was made, referencing the payment voucher and using the code of the original expenditure. This information is available by using *DEFINE to look at the account or by manually reviewing the ledger sheets mailed out by the Accounting Office.
  9. All money received must be deposited at any of the three Fiscal Services Offices using a deposit transmittal form. (Deposit Transmittal forms can be acquired from the Fiscal Services Office.) Deposits must be made within one business day if the receipts are $500.00 or more, and at least weekly even if the accumulation is less than $500.00. The Deposit Transmittal form must include a valid account number and object code. (Board of Regents Rules, Series 22201 (2) Sec 1)
  10. Cash overages and shortages must be reported on the deposit transmittal form using the income code 3920. Shortages and overages of $25.00 or more in cash receipts or petty cash funds must be reported immediately to the Office of Internal Audit. Losses involving possible or suspected theft or burglary must also be reported to the University Police and the Business Manager. (Board of Regents Rules, Series 22201 (2) Sec 3)
  11. When money is retained in the department overnight, it must be properly secured in a locked cabinet or safe. Independent
  12. All departments shall review sub-ledgers on a monthly basis to insure that income/receipts have been posted properly. It is the specific responsibility of supervisory level personnel to review cash handling documents that are prepared by personnel reporting to them. Anything that appears questionable should be investigated carefully. Normal departmental trends in cash receipt levels should be monitored. If, without an apparent reason, the level of cash receipts reported drops below the normal expected level for a period of time, the records should be carefully reviewed. Assistance from the Office of Internal Audit (210) 458-4237 should be requested if needed.

 

XV. Wire/Electronic Transfers

UTSA will accept wires/electronic transfers in payment of outstanding balances due the University. The Business Manager should be notified prior to the wire/electronic transfer of (1) the amount to be transferred and (2) the exact date the transfer will occur. The electronic payment file must include sufficient information for the Business Office to ascertain what account should be credited.

Students should be aware that the wire/electronic transfer does not automatically update the student information system. Transfers for which a payment deadline applies should be promptly verified to ensure that the proper student account is updated prior to any drop dates.