PROCEDURE CR2032 - PROCESSING AND CONTROLLING PRENUMBERED RECEIPTS AT NON-UNIVERSITY PARK LOCATIONS
Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure CR2032 - Processing and Controlling Prenumbered Receipts at Non-University Park Locations

Office of the Corporate Controller

Policy Steward facilitating procedure: Associate Vice President for Finance and Corporate Controller

Table of Contents:


GENERAL:

In order to provide for written documentation of cash and checks received, bound books of University Pre-numbered Receipts are to be used at all University locations. This form will be used for all situations except where an existing University receipt is used at the time of transaction such as the Student Estimated Bill, SGA Pre-numbered Receipt, cash registers, etc.

These books of Pre-numbered Receipts are distributed to each Financial Officer by Systems and Procedures upon request. The Financial Officer will distribute the books locally. For audit control, each Pre-numbered Receipt book must be assigned to a specific individual. Only under rare circumstances may more than one individual use the same book. If the Financial Office feels that it is absolutely necessary for multiple individuals to share the same book, one of those persons must be identified as taking the responsibility for the use of the book. No more than four (4) individuals may share one book.

When additional books must be issued on a temporary basis, as in peak work periods, they must be assigned individually and the recipient's name recorded. Partially used books must be returned to the Financial Officer at the end of such temporary work periods, and the book signed back in to inventory by the Financial Officer.

PROCEDURE:

ORDERING PRE-NUMBERED RECEIPTS FROM SYSTEMS & PROCEDURES:

All requests for Pre-numbered Receipts must be made to Systems and Procedures by a Financial Officer.

Upon receiving the request, Systems and Procedures will contact the printer and specify the location, quantity of forms, and number series that are required. Systems and Procedures will draft a letter of acknowledgment and send it to the Financial Officer asking that he/she verify that the shipment was received in good order and that the Pre-numbered Receipts were printed with the correct number series.

As soon as the Pre-numbered Receipts are available, the printer will ship them directly to the Financial Officer at the specified location.

VERIFICATION OF THE PRE-NUMBERED RECEIPTS:

Upon receipt of the shipment, the Financial Officer must first verify that the proper quantity, number series, and location name was received. This verification process must be done promptly. Any damages due to shipping must be immediately reported to the shipper.

When the Systems and Procedures' letter of acknowledgment is received, the Financial Officer is to sign the letter and return it to Systems and Procedures. Any damages or discrepancies between the packing list, the shipment, and the original order are to be reported to Systems and Procedures on that letter.

Problem Resolution - Upon notification of a problem, Systems and Procedures will contact the Financial Officer and give special instructions as to the resolution of any discrepancies.

COST OF PRE-NUMBERED RECEIPTS:

Financial Officers at non-University Park locations will reimburse Systems and Procedures for the actual cost of all Pre-numbered Receipts. Upon notification by the Printer that an order has been shipped, Systems and Procedures will notify the user area of the total cost. Payment is to be made to Systems and Procedures by an Interdepartmental Transfer.

PRE-NUMBERED RECEIPT INVENTORY RECORDS:

Financial Officers are required to maintain accurate inventory records of the supply and use of Pre-numbered Receipts. At a minimum, these records must readily provide the following information:

A sample log sheet for recording the issuance and return of Pre-numbered Receipts to the user areas appears as Exhibit "A." A numbered log sheet that can be used to track the use of individual Pre-numbered Receipts issued appears as Exhibit "B." .

USE OF PRE-NUMBERED RECEIPTS:

Current instructions and parameters for the use of Pre-numbered Receipts can be found on GURU, and Policy FN01 in the University Policy Manual.

It is especially important that each Pre-numbered Receipt be traceable to an AIS posting or to a Report of Cash Receipts.

RECONCILIATION

The Financial Officer is responsible for monitoring the use of Pre-numbered Receipts on a continual basis. The spot-checking of number series is not acceptable.

The following are to be retained for the current fiscal year plus two (2) years, or until released by the University Auditing Department, whichever occurs first:

AUDIT COORDINATION - FINANCIAL AND PROCEDURAL

The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area, as well as performing an annual audit that is submitted to the Assistant Controller.

RECORD RETENTION, DISPOSITION AND DESTRUCTION:

Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management , and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission is granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

Additional questions may be directed to the University Archivist or the Records Management Officer.

EXHIBITS:

CONTACT INFORMATION:

For questions, additional details, or to request changes to this procedures, please contact the Associate Controller.

CROSS REFERENCES:


Policy Status:

Date Approved: 10/31/1998

Most recent changes:

Revision History (and effective dates:)