C ASH H ANDLING T UTORIAL

1. CASHHANDLING TUTORIAL Treasury Management Finance and Accounting

2. Receiving Cash and Checks Preparing the Deposit Movement of Funds Overview

3. Receiving Cash and Checks

4. Flow of Cash and Checks – in person Enter into myUFL Customer (endorsed) UF Dept Cashier Customercopy MerchantCopy UF Dept Fiscal Person Supporting Docs MerchantCopy Treasury Management (TM) Cashiers Bank

5. Flow of Cash and Checks – by mail Enter into myUFL Customer (endorsed) UF Dept Cashier LOGS copy UF Dept Fiscal Person Supporting Docs copy TM Cashiers Bank

6. Cash and Checks – Handling Customer pays department – in person • Payment must be receipted – Cash register or Uniform Cash Receipt (UCR) • Review the check for accuracy • Endorse checks Customer UF Dept Cashier

7. Cash and Checks – Handling UCR = Uniform Cash Receipts • Must be used if cash or checks are received in person, unless a cash register or other validated receipting system is in place

8. Cash and Checks – Handling UCR = Uniform Cash Receipts (continued) • Three ply carbon copies: • Golden – goes to the customer • White – stays with the department • Blue – submitted with the deposit to TM • For voided receipts: • Golden and White – stays with department • Blue – submitted with next deposit

9. UCRs Cash and Checks – Handling • Contact Treasury Management to obtain new UCR books or return unused UCRs • Treasury Management Criser Hall, Room S112C • 392-9057 • tmhelp@admin.ufl.edu

10. Cash and Checks – Handling • Also contact Treasury Management (in advance) whenever a cash register is removed or installed so that proper disposition of locked-in totals and reset keys is made

11. Cash and Checks – Handling • Checks should be payable to University of Florida (or the department name as indicated on endorsement stamp) • If check is made payable to an individual, • That person must endorse the back of the check with “Payable to UF” • Checks must be payable in US Dollars

12. Cash and Checks – Handling • Ensure that the amount in long hand agrees to the amount in numbers (long hand amount is legal amount) • Ensure that the check is signed

13. For Deposit OnlyWachovia BankUniversity of FloridaBoard of TrusteesDepartment NameDept BU Number (opt) Cash and Checks – Handling • All checks must be restrictively endorsed immediately upon receipt • Departments must order their own stamps from office supplier: Wachovia transition to Wells Fargo Departments can continue to use existing Wachovia stamps indefinitely – new stamps should state Wells Fargo Bank, N.A.

14. Cash and Checks – Handling If checks are received through the mail: Customer • A check log (mail log) should be prepared by the person opening the mail. UF Dept Cashier LOGS NOTE A UCR may be used in lieu of a check log when checks are received infrequently.

15. Cash and Checks – Handling • If a check log is used, it must be maintained as each check is received, and should provide:

16. Cash and Checks – Handling • Check logs provide the most control when they are pre-numbered, handwritten, and signed off by the person who logged the check, and the person who made the deposit:

17. Cash & Checks:Preparing the Deposit

18. Preparing your deposit for TM Deposit Pieces – please submit in this order • Cash/Checks • Adding Machine Tape • Deposit Transmittal Form • Support Documentation Form • Receipt – cash register or UCR

19. Preparing DepositAdding Machine Tape • Add checks or cash • Ensures accuracy of deposit and helps to identify amount discrepancies

20. Deposit Transmittal Form

21. Preparing DepositSupport Documentation • Support Documentation for Deposit Transmittal Form must be attached • Department is responsible for full disclosure of pertinent information concerning the deposit • Disclose any other data necessary for proper identification relative to the department’s records

22. Maxine Word 352-392-9057 02/04/2010 Treasury Management 6400 1234 G 123459 G 123456 02/01/2010 02/04/2010 1,000,000,000.00 NONE

23. 13-29 778 02/01/2010 02/04/2010

24. Preparing DepositCash Register Tape/UCR

25. Cash & Checks:Movement of Funds

26. Movement of Funds • Each department is responsible for the conveyance of their collections to Treasury Management

27. Movement of FundsSecurity • Departments must provide adequate protection whenever cash is moved between buildings. • Money must be carried IN PERSON (NO campus mail!) • Locked bags must be used to transport paper and coin currency • Armored courier service available (for a fee)

28. Movement of FundsSpecial Situations • Large concerts and other productions should make security arrangements directly with: • University Police, 392-1111 and • University Cashier, 392-0185

29. NOTE All deposits received in the drop box after 8:00 am will be processed the next business day. Movement of FundsTo Treasury Management Take the money to TM/Cashiering • Located at S-113 Criser Hall • Drop box Emptied at 8:00 a.m. • Over the counter No later than 10:30 a.m. • Monday - Friday

30. Movement of FundsTo Treasury Management Over the counter deposits • Between 8:30 and 10:30 Monday-Friday • Must complete a Consignment Sheet (receipt to evidence transfer from department to Treasury Management) • Sample Consignment Sheet can be found at fa.ufl.edu/forms or two-ply Consignment Sheets can be purchased

31. Movement of FundsTo Treasury Management Complete the form and bring TWO copies to Treasury Management Both copies are signed by the department and Treasury Management One is for department and one is for Treasury Management

32. Support Documentation Form • UCR and/or•Cash Register Tape Deposit Transmittal Form Cash Deposit Summary Adding Machine Tape

33. Cash Deposit Summary Ready for Deposit

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