Cash Handling Training

Purpose

• Cash, coin and checks are a part of University ASSETS
• Obligations to ensure University assets are protected, accurately processed, and properly reported
• Guidelines to fulfill responsibilities as cash handler

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4 Key Principles in Cash Handling

• Separation of Duties
• Accountability
• Physical Security
• Deposit

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Separation of Duties

• Prevents one person from having complete control over the cash handling process (checks and balances)
• Dual Custody
• one person handling or counting cash with another person present
• All people involved transport cash to the Office (should be done in pairs)

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Accountability

• Asset Accountability:
• Cash is accounted for at all times
• Cash is properly documented & secured at all times
• Transaction is traceable to specific cash handlers via forms / signatures
• 4 W’s
• WHO is involved in the process? Who had access to cash?
• WHY is the person involved?
• WHERE is the cash at all times?
• WHAT has occurred from beginning to end of the handling transaction?
• Keep an itemized record (receipt book) for each item that was sold + include in cash bag

6

Physical Security

• Security Monitoring: Proper controls to assure safety of staff & transport of assets (cash)
• Physical Layout: Placement, processing, and storage of assets; being aware of surroundings
• Inventory Control: Cash should be properly secured & monitored during each step of cash handling process

A Note on Inventory Control

Monthly Inventory Control Template (Here)

https://preuss.store4schools.com/

(can be found on the ASB google classroom)

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High School Login

Email: hsasb@preuss.ucsd.edu

Password:

Preussasb1

Note: Only one ASB Club can have a sales event per day

System of Sales / Receipts

Store 4 Schools - Home page

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<- Different icons

Store 4 Schools - Home page

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<- Different icons

1. Click on “sales”

Selling

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This is what it will look like when you click on Sales

Selling

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2. Click on the snack/item and update quantity depending on what customer is buying

This is what it will look like when you click on Sales

Selling

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This is what it will look like when you click on a snack

Selling

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This is what it will look like when you click on a snack

3. Press “Complete” when you have selected all of the necessary snacks/items

Money

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4. Type in the amount of money that was handed to you and give change back if needed.

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Money

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Press “No” when it asks if you want a receipt unless required (i.e. Yearbook, Dance Tickets, etc.)

5. When finished click done.

4. Type in the amount of money that was handed to you and give change back if needed.

After selling

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• Click on “Reports” at the top right corner
• Select “Summary Reports”
• Make sure the date is correct and click submit

1.

a.

After selling

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• Click on “Reports” at the top right corner
• Select “Summary Reports”
• Make sure the date is correct and click submit

2. Then click the PDF icon and it will send you to a different window then ctrl+P to print the receipt

1.

**Turn on printer while doing this

a.

b.

c.

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Deposit

• Proper documentation + approval of all cash transactions
• Assurance that all information is correct + appropriate backup records are submitted
• Includes separation of duties & appropriate review of transactions
• Approval of supervisor or adviser confirms all information provided is correct

Memorandum of Cash

Memorandum of Cash

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Activity/ Event: specific on what the deposit is for/event… Snack Shack will be “ASB- Snack Shack”

Date: the day you are filling out the form

Club Name: needs to be specific on what department is depositing cash.

Project and task should be provided by advisor. DO NOT SKIP

Separate bills & coins in groups by 1’s, 5’s, 10’s, etc. write down the total amount per category, not the number of bills

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Ex. FIVES: $45

Memorandum of Cash

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Activity/ Event: specific on what the deposit is for/event… Snack Shack will be “ASB- Snack Shack”

Date: the day you are filling out the form

Club Name: needs to be specific on what department is depositing cash.

Project and task should be provided by advisor. DO NOT SKIP

Separate bills & coins in groups by 1’s, 5’s, 10’s, etc. write down the total amount per category, not the number of bills

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Write in the comments any special information

You DO NOT need to indicate how many bills you collected in each currency.

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Ex. FIVES: $45

Cash Transmittal Bag

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Cash Transmittal Bag

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What goes inside the cash transmittal Bag:

• Memorandum of Cash
• Receipt Log / Summary Report
• All the money

Cash Transmittal Bag

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Write in sharpie to avoid smudging:

• Register# - Project and Task
• Date - Today’s Date
• Cashier # Name - Club name. Ex. MUN, ASB SnackShack.
• Total - Total amount of money not total bills

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Note: If you have a different Transmittal Bag, make sure to include project, task and club name.

What goes inside the cash transmittal Bag:

• Memorandum of Cash Unfolded and facing the transparent side of the bag (should be able to read information without opening the bag)
• Receipt Log / Summary Report
• Cash to be deposited

Office

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Once you are ready to make the deposit, go to the Finance Office and give your bag to the Finance staff. If they are not available, drop off in the safe at the Front Office.

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Door

Safe

Front Desk

MS. Bandy’s Desk

Ms. Vanessa’s desk

Desk #2