These guidelines are provided to assist departments with the receipting process to meet their requirements, while complying with University and State policies and procedures.
Receipt Books
Departments must use pre-numbered, official WCU receipt books when taking payments from customers/participants in-person. The Cashier’s Office maintains a log of all receipt books issued to each department. Departments must maintain the location of the receipt book at all times.
Instructions for Using Campus Receipt Books
1. Receipt books are issued by the University Cashiers in the Controller’s Office
in 317 HFR Administration Building. Departmental employees are required to sign a
form indicating that they have assumed full responsibility and/or accountability
for the receipt book.
2. Receipts for all funds must be written on the date they were received in the official
three-part campus receipt book.
3. The original receipt is given to the person from whom the money is received.
4. If any funds are collected, at least one deposit must be made weekly. More frequent
deposits, daily if necessary, must be made at any time cumulative receipts exceed
$10.00. Deposits should be made between 1:00 p.m. and 5:00 p.m. using the following
procedures:
(a) Complete the Daily Cash Report according to instructions below.
(b) Any checks received must be stamped with WCU’s endorsement before submitting
the deposit to the University Cashier.
(c) Attach yellow receipt book copies intact to the back of the original Daily
Cash Report with two copies of the adding machine tape which should total the amount
of the deposit. Present the completed Daily Cash Report and money to the University
Cashier.
(d) Before removing file copies, record the date of the Daily Cash Report on
the last pink and yellow receipt issued.
(e) Attach original receipt received from the University Cashier to the Daily
Cash Report kept on file in your department.
5. When the three-part campus receipt book is filled, the project for which collecting
receipts is over, or the responsibility for the receipts is transferred to another
person, the receipt book should be turned in to the Controller’s Office to release
the departmental employee from the responsibility for the receipt book. Books are
not to be held unless they are being used on a regular basis.
6. Departmental employees should be prepared for an audit by an internal auditor at
all times.
7. Receipts should not be altered. If an error is made, all three copies of the receipt
must be voided and the white copy stapled to the pink copy. The voided yellow receipt
should be put in with the deposit to be kept on file in the Controller’s Office.
DO NOT DESTROY ANY PORTION OF A VOIDED RECEIPT.
Reconciliation
Reconciliation should be performed prior to depositing with the University Cashiers as follows:
| Total amount from receipt book transactions to deposit | $__________ |
| Total amount from WCU Daily Cash Report | $__________ |
| Total amount of cash/checks/credit cards counted for deposit | |
| Cash $__________ Checks $__________ Credit Cards $__________ | $__________ |
| (A) (B) (C) |
(A)+(B)+(C) |
The total of the receipt book transactions should be the same as the total on the WCU Daily Cash Report which should also match the amount of the deposit. When these amounts do not agree, they must be researched and corrected prior to depositing the funds. Missing payments must be reported to the Controller’s Office and University Police.
Daily Cash Report Instructions
Daily Cash Reports must be completed and turned in with the deposit at the Controller’s Office in 317 HFR Administration Building between 1:00 p.m. and 5:00 p.m.. Please contact Janet Cabe at 227-2736 if you have questions.
