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Cash Handling Training

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Overview

  • 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.
  • Club Advisors are required to provide training to students on proper cash handling procedures.

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5 Key Principles in Cash Handling

  • Separation of Duties
  • Accountability
  • Physical Security
  • Deposit
  • Food Restrictions

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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 observe the surroundings.
    • 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

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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

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A Note on Inventory Control

Monthly Inventory Control Template (Here)

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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

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Store 4 Schools - Home page

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<- Different icons

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Store 4 Schools - Home page

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<- Different icons

  1. Click on “sales”

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Selling

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

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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

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Selling

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

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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

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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.

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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.

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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

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**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.

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Food Restrictions

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  • Must follow CA food & beverage rules:
    • On the CA food & beverage restrictions, please review the middle/high school food and beverage restrictions.
    • Begin in 2027: Snacks cannot contain: Brominated vegetable oil, Potassium bromate, Propylparaben, Red dye 3.
    • Low in sugar, fat, sodium, and calories.
    • Smart Snacks calculator to confirm the food/beverage are qualify.
    • In-progress of creating a healthy snack list

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Memorandum of Cash

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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

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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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ASB/Club Required Info: Please make sure that all fields are completed.

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

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Ex. FIVES: $45

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Order Form Procedures

Primary Rule: Students may NOT submit Order Forms.

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All order forms must be submitted by Preuss Club Advisor/Teacher/Staff. ASB students may assist identifying the need of the inventory/item purchase, however the finalized submission will come from Preuss employees.

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Share Order Form - Editor Access to all the following listed below:

  • Thuy Nguyen (HR/Fiscal): Thuy@ucsd.edu
  • Maria Ibarra (Finance Manager): mibarra@ucsd.edu
  • Jon Host (CAO - Chief Administrative Officer): jhost@ucsd.edu
  • Dr. Shaoni Bandy (School Operations Administrator): sbandyopadhyay@ucsd.edu

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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

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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

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CASH LOCATION UPDATES

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Deposit Cash Transmittal Bag Location

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*IMPORTANT NOTE: Small Safe has been relocated in the back of the library. Please see the next slide for the location.

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During School Hours: Once you are ready to make the deposit, go to the Finance Office (located on the 2nd floor of the library) and give your bag to the Finance staff. If they are not available, drop off in the small safe.

  • Keep in mind that the library open hours are may be limited.

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For weekends or after school hours: Please coordinate with a Preuss staff member/teacher to access the library and deposit your funds in the designated safe. A Preuss staff member/teacher MUST go with you to the deposit location, and will be responsible for ensuring that all doors are securely locked upon completion.

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Update: Deposit Cash Transmittal Bag Location Map

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  1. Once you have placed the deposit in the safe (yellow star) or drop it off at Finance Office.

  • Take the Cash Deposit Binder and fill out the Cash Deposit Log.

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NEW: Cash Deposit Log

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Cash Deposit Log

  • The Cash Deposit Log Binder and Cash Handling Supplies will be located right outside of the Finance office (see map for reference).

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  • Please make sure to fill out the Cash Deposit Log once you have placed the deposit in the small safe or handed the deposit to the finance staff.

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  1. Date (MM/DD/YY)
  2. Deposit Time
  3. Student Name
  4. Club Name
  5. Club Advisors Name

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Please make the mandatory binder and fill out the Preuss Student Cash Deposit Log and return the binder to the original place.

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Additional Resources

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Cash Handling Resources

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