Boise State University BSU Policy #6010
Effective Date: July 1, 1981
Revised: April 2006
To establish policy for the handling, receiving, transporting and depositing of cash.
University Policy #12020 (Exclusion from Campus)
University Policy #6120 (Card Acceptance)
University Policy #11010 (Gift Solicitation and Management)
University Policy #5100 (Sponsored Projects and Charitable Gifts)
Applies to all Boise State University faculty, staff, students, organizations, and individuals who handle cash receipts or accept payment in any form on behalf of the University. The scope includes activities at all locations at which University business is conducted. This policy does not apply to payment cards such as credit or debit cards which are addressed by Policy #6120.
Vice-President for Finance and Administration, 426-1200
Treasury and Real Estate Services, 426-2079
Cash: Includes coin, currency, checks, money orders and traveler’s checks.
Official Record – The Official Record of the University is PeopleSoft, but will transition to Fusion in 2016.
- I. Policy Statement
- The intent of this policy is to ensure the proper handling of Cash. This includes promoting appropriate security and stewardship of funds; and, assuring accurate financial reporting.
- II. Responsibilities
- A. Departmental: Departments handling Cash are responsible for implementing the Cash handling procedures found in the Cash Handling Procedure Guide and ensuring that all reasonable efforts are made to safeguard Cash against loss, theft, or misappropriation. Departments are required to perform reconciliations to the Official Record of the University on a monthly basis, promptly identifying and correcting any discrepancies.
- Separation of duties is required between the person receiving Cash and the person responsible for approving the accounting records.
- B. Payment and Disbursement Center: The Payment and Disbursement Center (P and D) is responsible for receiving departmental funds and accepting student payments and recording those deposits in the Official Record of the University accurately and in a timely manner. Additionally, P and D will confirm that departmental deposits equal the Cash received and will notify departments immediately of any discrepancies. Treasury Services reserves the right to perform audits on an unannounced basis to confirm compliance with Cash handling policies.
- C. University employees: Employees collecting Cash on behalf of the University are prohibited from using non-university checking accounts.
- D. The Associate Vice President for Finance and Administration and the University Treasurer: These individuals are responsible for administering this policy, overseeing the cashier’s office operations and procedures, and rescinding a departments’ authority to handle cash for violations of the policy.
- III. Procedural Information
- For detailed procedures regarding Cash handling requirements, safekeeping of funds, deposit requirements, decisions to use armored car services, reconciliation requirements, student accounts, rebates or grant funds, see the Cash Handling Procedure Guide. In general:
- A. Departments receiving a large volume of transactions should use a Cash register or point of sale terminal.
- B. Reasonable measures should be taken to ensure that proper security is maintained on Cash drawers held by a department. Reasonable security includes but is not limited to: attending Cash at all times and locking up Cash held overnight.
- C. Cash must be deposited daily for amounts greater than or equal to $250. Amounts less than $250 must be deposited at least weekly. For units holding weekend events that generate cash over $250, deposits must be made the next business day in a University account.
- D. Student payments may only be taken with permission of P and D, and all transactions impacting the student account must be included in the daily deposit.
- IV. Charitable Gifts will be routed through the University Foundation. See policies 11010 (Gift Solicitation and Management) and 5100 (Sponsored Projects and Charitable Gifts) for additional detail.
- V. Policy Non-Compliance
- Violation of any portion of this policy including the Cash Handling Procedure Guide may result in disciplinary action. Incidents will be evaluated on a case by case basis and may result in the following sanctions up to:
- A. Exclusion or expulsion, in the case of students, or
- B. Exclusion or dismissal from employment, in the case of faculty and staff, or
- C. Exclusion from campus, in the case of the public.
*For assistance with compliance with this policy, and to discuss a potential grace period for your group or unit, please contact the Treasurer at firstname.lastname@example.org.