Cash and Cash Equivalents - UCSF Helen Diller Family ...
Cash and Cash Equivalents - UCSF Helen Diller Family ...
Cash and Cash Equivalents - UCSF Helen Diller Family ...
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Rev. 11/10/2008<br />
<strong>UCSF</strong> <strong>Helen</strong> <strong>Diller</strong> <strong>Family</strong> Comprehensive Cancer Center<br />
(HDFCCC)<br />
<strong>Cash</strong> <strong>and</strong> <strong>Cash</strong> <strong>Equivalents</strong><br />
H<strong>and</strong>ling Policies <strong>and</strong> Procedures<br />
INTRODUCTION<br />
The <strong>UCSF</strong> HDFCCC will strive to maintain financial policies that comply with<br />
<strong>UCSF</strong> policies <strong>and</strong> guidelines <strong>and</strong> all applicable laws <strong>and</strong> regulations. We<br />
establish these departmental policies <strong>and</strong> procedures to ensure proper cash<br />
h<strong>and</strong>ling, accountability, <strong>and</strong> internal controls.<br />
I. PURPOSE<br />
The establishment of the following policies <strong>and</strong> procedures are part of the<br />
internal control principles for cash <strong>and</strong> cash equivalents h<strong>and</strong>ling <strong>and</strong> processing,<br />
<strong>and</strong> defines roles <strong>and</strong> responsibilities related to receipt, safeguarding, reporting,<br />
<strong>and</strong> recordkeeping for all University cash <strong>and</strong> cash equivalents. The purpose is<br />
to ensure that these important University assets are protected, accurately <strong>and</strong><br />
timely processed, <strong>and</strong> properly reported.<br />
II. DEFINITION<br />
<strong>Cash</strong> – Checks, currency, coin, credit card recordings, bank notes, traveler’s<br />
checks, official checks, <strong>and</strong> money orders.<br />
Checks – Any check payable to UC Regents including personal <strong>and</strong> business<br />
checks, cashier’s checks, official checks, money orders, <strong>and</strong> traveler’s checks.<br />
<strong>Cash</strong> H<strong>and</strong>lers – Any employee engaged in a cash h<strong>and</strong>ling function<br />
<strong>Cash</strong> H<strong>and</strong>ling Station – central area of the department that h<strong>and</strong>les cash <strong>and</strong>/or<br />
deposits.<br />
Dual Custody – A task or an asset performed or held in the control of two people.<br />
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III. POLICY<br />
A. Accountability<br />
All HDFCCC <strong>Cash</strong> H<strong>and</strong>lers <strong>and</strong> Petty <strong>Cash</strong> Fund Custodians should have a<br />
thorough underst<strong>and</strong>ing <strong>and</strong> adhere to the cash policies <strong>and</strong> procedures set forth<br />
in the <strong>UCSF</strong> cash policies. Any violation or non-compliance with the <strong>UCSF</strong> cash<br />
policies <strong>and</strong> procedures can lead to disciplinary actions up to <strong>and</strong> including<br />
termination of employment.<br />
The set forth policies <strong>and</strong> procedures are established to enable better internal<br />
controls for cash <strong>and</strong> cash equivalents that identify:<br />
1. Which individuals receive cash <strong>and</strong> cash equivalents <strong>and</strong> for what purpose<br />
2. Where cash or cash equivalents are at all times; <strong>and</strong><br />
3. What transpired from the beginning to the conclusion of a cash h<strong>and</strong>ling<br />
process<br />
4. Each individual who receives or has custody of University cash <strong>and</strong> cash<br />
equivalents must be held responsible for cash <strong>and</strong> cash equivalents under<br />
his or her control.<br />
B. Requirements<br />
1. All <strong>Cash</strong> h<strong>and</strong>lers are considered to be "critical employees" <strong>and</strong> must<br />
undergo fingerprinting. Fingerprinting records must be kept in the<br />
employee’s personnel file.<br />
2. <strong>Cash</strong> h<strong>and</strong>ler must take the m<strong>and</strong>atory <strong>and</strong> yearly refresher trainings.<br />
(Please see below Training section.)<br />
3. People who open mail are considered <strong>Cash</strong> H<strong>and</strong>lers <strong>and</strong> must be<br />
fingerprinted as well. Mail should be opened by two people <strong>and</strong> checks<br />
must be endorsed immediately.<br />
4. Deposit check with double custody. Do not transport deposit to bank. All<br />
deposits must be made in a building drop safe location.<br />
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C. Separation of Duties<br />
To ensure that receiving, collection, depositing, recording <strong>and</strong> accounting cash<br />
h<strong>and</strong>ling duties are not h<strong>and</strong>led by a single individual, at least two qualified<br />
individuals must be assigned to carry out key duties of the cash h<strong>and</strong>ling<br />
process.<br />
D. Security Concerns<br />
1. Individuals who h<strong>and</strong>le cash <strong>and</strong> cash equivalents shall be protected from<br />
physical harm.<br />
2. <strong>Cash</strong> <strong>and</strong> cash equivalents in the custody of the unit are protected from<br />
loss. <strong>Cash</strong> <strong>and</strong> cash equivalents that are kept overnight must be locked in<br />
a secure place. The amount of funds held overnight should be minimized.<br />
3. All checks must be deposited within 2 working days upon receipt. All<br />
receipts, deposits <strong>and</strong> transactions must be recorded by using the<br />
Departmental Check <strong>and</strong> <strong>Cash</strong> Log (see attached Log). Specific<br />
accounting procedures must be followed for depositing <strong>and</strong> recording cash<br />
<strong>and</strong> equivalents to ensure proper internal controls <strong>and</strong> separation of<br />
duties.<br />
4. Technology resources involved in processing cash <strong>and</strong> cash equivalents<br />
(i.e., hardware <strong>and</strong> confidential personal information) are protected from<br />
loss, corruption, or compromise to confidentiality.<br />
E. Training<br />
1. The online class “<strong>UCSF</strong> <strong>Cash</strong> Policy Highlights” is m<strong>and</strong>atory every fiscal<br />
year by all <strong>Cash</strong> H<strong>and</strong>lers.<br />
2. “<strong>Cash</strong> Deposit Basics” is a 3-hour classroom training. This class is for<br />
<strong>Cash</strong> H<strong>and</strong>lers that make deposits. Register for the class at<br />
http://training.ucsf.edu<br />
IV. PROCEDURES<br />
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A. Role <strong>and</strong> Responsibilities<br />
• <strong>Cash</strong> H<strong>and</strong>lers here are defined as any employees engaged in a cash<br />
h<strong>and</strong>ling function. For the HDFCCC, <strong>Cash</strong> H<strong>and</strong>lers are employees who<br />
h<strong>and</strong>le checks, cash <strong>and</strong> deposits.<br />
• Faculty Assistants shall be considered <strong>Cash</strong> H<strong>and</strong>lers if they engage or<br />
perform one of the functions mentioned above. For example, a <strong>Cash</strong><br />
H<strong>and</strong>ler is an employee who opens mail containing checks.<br />
• Within the finance team, the individuals who process <strong>and</strong> deposit cash<br />
<strong>and</strong> cash equivalents are considered <strong>Cash</strong> H<strong>and</strong>lers.<br />
• Accounts Managers are analysts who manage a fund portfolio <strong>and</strong><br />
maintain control to ensure that all cash <strong>and</strong> cash equivalents are<br />
deposited into the correct account.<br />
• Ledger Reconcilers are members of the finance team who review <strong>and</strong><br />
reconcile deposit slips <strong>and</strong> logs to the Weblinks general ledger.<br />
• The HDFCCC <strong>Cash</strong> Coordinator is responsible for ensuring that these<br />
policies <strong>and</strong> procedures are implemented <strong>and</strong> current. The <strong>Cash</strong><br />
Coordinator is the point of contact for all issues related to <strong>Cash</strong> <strong>and</strong> <strong>Cash</strong><br />
<strong>Equivalents</strong>.<br />
• The Director of Administration has overall responsibility for the cash<br />
h<strong>and</strong>ling process.<br />
B. Reconciliation<br />
• Per SAS 112 audit requirements, monthly reconciliation of deposit records<br />
must be performed to ensure that all deposits are deposited into a<br />
University depository account <strong>and</strong> properly recorded on the general<br />
ledger.<br />
• The purpose is to ensure that <strong>Cash</strong> <strong>and</strong> <strong>Cash</strong> equivalents received,<br />
deposited, <strong>and</strong> reported are in an accurate <strong>and</strong> timely manner <strong>and</strong><br />
transactions for such activities posted to general ledgers are reconciled.<br />
Any discrepancies must be disclosed to the appropriate authorities <strong>and</strong><br />
resolved immediately. All unexplained fund losses must be reported to<br />
HDFCCC <strong>Cash</strong> Coordinator, who in turn will coordinate required<br />
notification to the <strong>UCSF</strong> Police, the Campus <strong>Cash</strong>iering Coordinator <strong>and</strong><br />
the School of Medicine Controller's Office within 24 hours.<br />
V. OTHER INFORMATION<br />
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Should there be any changes in depositors, back up depositors, <strong>and</strong> journal<br />
preparers, the HDFCCC <strong>Cash</strong> Coordinator should be contacted. The <strong>Cash</strong><br />
Coordinator is responsible for maintaining an updated list of approved <strong>Cash</strong><br />
H<strong>and</strong>lers <strong>and</strong> the training record.<br />
In case of an emergency or disaster, the departmental <strong>Cash</strong> Coordinator will<br />
coordinate <strong>and</strong> work with the campus Controller's Office <strong>Cash</strong> & Controls Unit to<br />
advise cash h<strong>and</strong>lers regarding how to respond<br />
Who to Contact<br />
Questions concerning cash policy <strong>and</strong> h<strong>and</strong>ling should be directed to Daniel<br />
Chao, the HDFCCC <strong>Cash</strong> Coordinator at (415) 353-9620 or dchao@cc.ucsf.edu.<br />
The Campus <strong>Cash</strong> Coordinator <strong>and</strong> Petty <strong>Cash</strong> Coordinator is Toni Sims. She is<br />
available at (415) 502-8432 or tsims@accounting.ucsf.edu.<br />
References<br />
Tools, policies <strong>and</strong> procedures may be found at the Controller's Office websites<br />
under <strong>Cash</strong> & Controls at<br />
http://acctg.ucsf.edu/cash_controls/index.htm <strong>and</strong><br />
http://acctg.ucsf.edu/cash_controls/contacts/index.htm<br />
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