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Cash & Controls
Policies & ProceduresINTRODUCTION
All departmental Cash Handlers and Petty Cash Fund Custodians should have a thorough understanding and adhere to the cash policies and procedures set forth in UCSF cash policies. Any violation or non-compliance with the UCSF cash policies and procedures can lead to disciplinary actions up to and including termination of employment. Please review the new policies and ensure that you and your staff are in compliance.
The Campus Cash policies and procedures have been strengthened to ensure proper cash handling, accountability, and internal controls to mitigate risk:
- 300-14 - Cashiering
- Emphasis has been placed on internal controls, separation of duties.
- New journal processing and daily validation of deposits to bank.
- Process handling of Returned Checks.
- Physical Security guidelines.
- Reporting of losses or suspicion of misappropriations.
- Cash handler requirements – fingerprinting, mandatory training and yearly refresher training.
- 300-15 - Change Funds
- Expanded definitions to include descriptions of Cash Handling, Change Funds, and Campus Cash Coordinator.
- Physical Security guidelines and safekeeping of funds.
- 300-16 - Check Cashing
- UCSF does not allow cashing of personal checks.
- Provides guidance for cashing of Petty Cash checks.
- 300-32 - Petty Cash Funds
- Security guidelines
- Finger printing and background check requirements
- Reporting of losses
- Forms
POLICIES & PROCEDURES
Cash-related Policies:
300-14 Cashiering (Rev. 4-01-2005) 300-15 Change Funds (Rev. 4-01-2005) 300-16 Check Cashing (Rev. 4-01-2005) 300-32 Petty Cash Funds (Rev. 4-01-2005) Procedures for Petty Cash Funds
A. Setting up a Petty Cash or Change Fund
B. Replenishing Petty Cash Funds
C. Change of Custodian for Existing Fund
D. Verification and Audit of Petty Cash Fund
E. Termination of Petty Cash FundON-LINE TRAINING
Computer-based training is now available for both Cash Handlers and Petty Cash Fund Custodians. This training is required and must be completed before an employee can be approved to handle cash. In addition Cash Handlers and Petty Cash Custodians are required to retake the training yearly. Below are step-by-step instructions for taking training.
- Go to http://account.library.ucsf.edu and create a GALEN account. You will need your UCSF Employee ID number and a password.
- Then log on to Development and Training http://training.ucsf.edu
- Go to "Update My Profile"
- Add your GALEN ID in the 'Galen ID' field
- Click Submit
- Click on "Choose Classes and Enroll Online"
- Click on "Business and Administrative Processes"
- Scroll down to "UCSF Cash Policy Highlights " and click on Enroll in this class
- Under "Select a section" choose "Online"
- Click "Enroll Now"
- Once Enrollement has been setup go to http://cit.ucsf.edu and log on to WebCT with your Galen ID and begin course
Contact Information
Questions concerning cash policy and handling should be directed to the Campus Cash Coordinator and/or Petty Cash Coordinator at (415) 502-8432.
This page last updated on: Friday February 02 2007