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The University of Texas Health Science Center at San Antonio Departmental Change Funds

The University of Texas Health Science Center at San Antonio Departmental Change Funds. Presented by: Office of the Bursar. Petty Cash Accounts. Miscellaneous Items Operating Expenses Change Study Participants. Petty Cash Accounts. Departmental Change Funds

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The University of Texas Health Science Center at San Antonio Departmental Change Funds

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  1. The University of TexasHealth Science Center at San AntonioDepartmental Change Funds Presented by: Office of the Bursar

  2. Petty Cash Accounts Miscellaneous Items Operating Expenses Change Study Participants

  3. Petty Cash Accounts • Departmental Change Funds • Study Participant Funds • Imprest Funds

  4. Departmental Change Funds Sole function May NOT be used for

  5. Study Participant Funds University Research Study Patients and Participants Receipt

  6. Study Participant Funds Please visit HOP section 7.7.2 for comprehensive details on the Management of Research Participant Payments

  7. Imprest Funds Approved Purchases May not be purchased from outside source

  8. Petty Cash Accounts • The UT Systems Cash Management and Cash Handling Policy #166 HOP 6.4.3

  9. UTS 166 Cash ManagementandCash Handling Policy

  10. UTS 166 Cash Management and Cash Handling Policy • Department Head • Justify the fund • Reviewed and approved by CBO • Assigned Custodian(s) • Custodian and Department Head assume fiscal responsibility • Custodianship changes require approval of CBO Petty Cash Fund Request

  11. UTS 166 Cash Management and Cash Handling Policy • >$500 requires approval of CBO • No single transaction >$100 • Requires Petty Cash Voucher and valid receipt Petty Cash Fund

  12. UTS 166 Cash Management and Cash Handling Policy • Never deposit into personal bank account • Fund is closed after three fiscal quarters of inactivity • Date extensions require approval of CBO Petty Cash Funds cont.

  13. UTS 166 Cash Management and Cash Handling Policy • Not be held for excessive period of time • Custodian and Department Head assume fiscal responsibility • Business purposes only • Never commingled with personal or other System funds Petty Cash Disbursements

  14. The Petty Cash Fund Request Form Petty Cash for Patient Reimbursement $125 12345612/21/12 JQ Public MD John Q Public MD Reimburse travel for Study Participants Loretta Keys Admin #123R&D UPL

  15. Petty Cash Account • Form to Bursar Cashier • Bursar notifies Custodian • Funds maintained in locked/secure area • Custodian/Department head only, may disburse petty cash funds

  16. Reconcile Petty Cash Accounts Weekly reconcile to log Reviewed and approved by Supervisor

  17. Daily Reconciling Procedures • Cash + Receipts = Fund • Discrepancies in fund reported accordingly • Replenish Fund

  18. Petty Cash Reimbursement Form • Loretta Keys$35.00 • 41001B5411123456 • Reimburse patient participants • Loretta Keys • JQ Public MD

  19. HOP 6.4.3 A Valid Receipt An original sales slip, cash register receipt, canceled check or credit card slip

  20. HOP 6.4.3 60

  21. Theft Report Immediately Report to UT Police losses >10% or $25 Obtain police report Replenish Fund

  22. Closing a Petty Cash Fund

  23. Closing a Petty Cash Fund cont.

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