Please direct questions to Janet Cabe in the Controller's Office: 227-2736.
Processing Gifts by the Dean’s Office When Receiving Checks in Person
1. The Dean’s Office writes receipts for the checks and gives the original receipt to the donor.
2. The check is restrictively endorsed via handwritten note that states “For Deposit Only” and “WCU Foundation” on the back of the check.
3. The same day or the next business day, the checks and the yellow copies of the receipts are taken to the Development Office. The pink copy stays in the receipt book.
4. The same day or the next business day, the Development Office prepares the bank deposit and the Daily Cash Report. The yellow copies of the receipt are attached to the Daily Cash Report which is turned into the Cashier’s Office, 300-F HFR. The Development Office also sends out an acknowledgement letter.
Processing Gifts Without a Receipt Book
1. A staff member is handed checks by donors at a Western function. The staff member
does not have a receipt book.
2. The same day or the next business day, the staff member takes the checks to the Dean’s Office of his/her department.
3. The Dean’s Office writes receipts for the checks and holds the original receipts.
4. The check is restrictively endorsed via handwritten note that states “For Deposit Only” and “WCU Foundation” on the back of the check.
5. The same day or the next business day, the checks and the yellow copies of the receipts are taken to the Development Office. The pink copy stays in the receipt book.
6. The same day or the next business day, the Development Office prepares the bank deposit and the Daily Cash Report. The yellow copies of the receipt are attached to the Daily Cash Report which is turned into the Cashier’s Office, 300-F HFR. The Development Office sends out an acknowledgement letter.
Processing Gifts Received in the Mail
1. The staff member opening the mail removes the check. The check is restrictively
endorsed via handwritten note that states “For Deposit Only” and “WCU Foundation”
on the back of the check. If there is a large volume of checks, a stamp may be ordered
by the Cashier’s Office.
2. The staff member then logs the check into a mail log documenting the date of entry, date on the check; payee; amount of check; designation of donation if included on check; and initials of the staff member entering the check into the mail log.
3. The same day or the next business day, the check is forwarded to the Development Office. A receipt does not have to be prepared for the check.
4. The same day or the next business day, the Development office prepares the bank deposit and the Daily Cash Report, which is turned into the Cashier’s Office, 300-F HFR. The Development Office sends out an acknowledgement letter
Please note that the Dean’s office should not copy/retain copies of checks. If copying
the check is critical to the business process, all protected information on the face
of the check (i.e. social security number, driver’s license number, account number
and routing number) should be redacted.
All of the steps in the process should be completed as soon as possible.
A petty cash fund is established in a department for use as a purchase fund to make minor, infrequent purchases when routine University purchasing procedures are not applicable. A change fund is established to make change for business transactions . Establishing a petty cash/change fund requires written justification of a business need and written approval by the Associate Vice Chancellor of Fiscal Affairs. Only non-state funds may be used to establish a petty cash/change fund. A petty cash/change fund should not be used to cash personal checks for employees or students, for any type of loan, gift, or prize for any person, or to pay a person for services rendered. Impromptu purchases for an event should be covered by a standing purchase order requested several days in advance of the event.
Designation of Custodian
A custodian of the petty cash/change fund, who is directly responsible for the safekeeping and disbursement of the cash, must be appointed by the department head. The original check written to establish the fund and checks written to replenish it are made payable to the custodian. A letter stating the accountability of the petty cash/change fund to the custodian must be signed by the custodian and supervisor.
Change in Custody of Fund
Should the custodian be terminated, the existing fund should be turned in to the Controller’s Office. When custody of a petty cash/change fund is transferred to another custodian, the existing fund should be turned in to the Controller’s Office and a new check requested for payment to the new custodian along with a signed letter of accountability.
When not in use, the fund’s currency must be placed in a locked receptacle which is kept in a properly secured area. Physical access to the fund should be limited to as few employees as possible. In the event of a theft or a substantial shortage, the loss must be reported to University Police, the Controller’s Office, and the Internal Auditor. Refer to Policy 85, “Reporting Misuse of State Property”.
Internal Control Procedures
A petty cash/change fund is subject to count at any time by an authorized agent of the University.
A petty cash/change fund verification email will be sent to each department at year end.
Overages and shortages in the petty cash/change fund are the responsibility of the department. Substantial shortages must be reported to University Police, the Controller’s Office, and the Internal Auditor.
The Controller’s Office is responsible for procuring the signed letter of accountability, preparing the check request for the Custodian, and disbursing the funds to the Custodian. The Accounts Payable Office is responsible for reviewing receipt documents provided in support of requests for reimbursement of petty cash expenditures.
Petty Cash Purchase Fund Operating Procedures
A Petty Cash Log shall be kept for all funds disbursed to employees to make purchases. The log shall contain the following and will be filled out when an employee receives petty cash to make a purchase and completed when the employee turns in the receipt.
Supplies and materials which can be purchased through the regular purchasing procedures established by the University must be procured in that manner. Petty cash does not replace the routine purchasing procedures. However, if the purchase meets the criteria outlined below, petty cash may be used in lieu of the regular purchasing procedures. Expenses paid from a petty cash fund can only be made for the purpose(s) for which the fund was authorized and must be supported by acceptable paid invoices/receipts which contain the following:
Complete Description – The receipt must set forth a complete description of materials purchased. Cash register tapes will be accepted if they itemize and clearly identify the items purchased. The store name must be stamped on the receipt if it is not pre-printed.
Receipts must be executed by typewriter, in ink or by indelible pencil. It is preferred that the signature of the vendor clerk be in ink; however, a legible signature in pencil is acceptable.
Original Receipts – Receipts must be originals. The only exception is in cases when firms use standard business forms and issue their receipts on standard carbon copy forms which have imprinted thereon “Customer’s Invoice” or like designation.
Positive Evidence of Payment – The receipt must be positive evidence of payment.
Petty Cash May Not Be Used For:
Original receipts are to be submitted along with the completed Petty Cash Reimbursement form including approval signature(s). Accounts Payable will audit the receipts against the Petty Cash Reimbursement form, confirm appropriate fund usage and account codes and approving signatures. The form will then be processed for payment and the check returned to the Custodian by the Controller’s office.
Other requirements for reimbursement:
The custodian must reconcile the petty cash fund at least on a monthly basis. The custodian will complete the Petty Cash Reconciliation Form, counting cash and receipts to verify that they equal the total amount of the petty cash fund. At that time, any receipts should be submitted to Accounts Payable with the Petty Cash Reimbursement Form which must be signed by the employee’s supervisor.
The Petty Cash Reconciliation Form will be kept in the department to be presented to the Internal Auditor upon request. A Petty Cash Reconciliation Form must be completed as of June 30th of each year. A copy of the June 30th Form must be sent to the Controller’s Office.
If the count results in the discovery of an overage or shortage, the Petty Cash Reconciliation Form must be approved by the supervisor. A copy of the Form must also be sent to the Bursar for further action. Shortages may also require the notification of the Internal Auditor and University Police.
Overages may be an indication of revenue that has not been deposited. All funds received should be taken to the Controller’s Office to be receipted into the appropriate fund. They should not be stored with petty cash funds.
Withdrawals of petty cash must be documented on a log that is maintained by the custodian. It should include amount withdrawn, purpose of the withdrawal, initials of person withdrawing the funds and the date the receipt was received indicating petty cash was spent.
Change Fund Operating Procedures
The petty cash change fund is used to make change during a business cash transaction.
Cash drawers should be reconciled on a daily basis using the appropriate Balance Sheet for the department which lists the amounts for the bill denomination and coin types.
These guidelines are provided to assist departments with the receipting and depositing processes to meet their requirements, while complying with University and State policies and procedures.
Departments must use pre-numbered, official WCU receipt books when taking payments from customers/participants unless they can provide a copy of a receipt or a batch report from a payment system. 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
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)||
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 300-F HFR Administration Building between 1:00 p.m. and 5:00 p.m.. Please contact Janet Cabe at 227-2736 if you have questions.
A wireless credit card terminal may be rented from the Controller’s Office for Western Carolina University affiliated events. Please follow the steps to rent the terminal.
Before the Event
Complete the Wireless Credit Card Machine Rental Agreement.
Submit the form to Janet Cabe in the Controller’s Office.
Reserve the credit card terminal by calling Janet Cabe in the Controller’s Office at 828-227-2736 or emailing firstname.lastname@example.org.
Day(s) of the Event
Pick up the credit card terminal from the Cashier in the Controller’s Office. The terminal will be in a box along with instructions for use. If your reserved day is on a weekend, you must pick up the terminal on Friday before 3:00 p.m. Otherwise, pick up the terminal on the reserved day.
Proceed with your event using the wireless credit card terminal.
If your event lasts for more than one day, and you are keeping the terminal overnight, it must be kept in a secure and locked location.
After all transactions have been entered each day, settle the batch and keep a copy of the settlement. Instructions for settlement are included in the box with the terminal. If you do not settle the batch, the bank will not process the payments. You must perform the batch settlement to get your money.
You must run the batch settlement at the end of each day and bring the credit card receipts, the settlement report and a Daily Cash Report to the Cashier in the Controller’s Office the next morning.
After the Event
Return the terminal to the Cashier in the Controller’s Office.
Please ensure that everything that was in the box when you picked it up is returned.
The proceeds of the event, less a service fee of 4%, will be deposited in the fund indicated on the Wireless Credit Card Machine Rental Agreement within 10 business days after the terminal is returned to the Controller’s Office. Any discrepancies must be submitted to the Controller’s Office within 5 business days of the deposit date.