PROCEDURE CR2059 - PROCESSING AND CONTROLLING PRE-NUMBERED RECEIPTS AT UNIVERSITY PARK
Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure CR2059 - Processing and Controlling Pre-numbered Receipts at University Park

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. Pre-Numbered Receipts of the General Forms Usage Guide) 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, ASA Pre-numbered Receipt, Bursar's receipts, 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 Officer 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 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 draw from its inventory and ship the requested quantity to the Financial Officer (or hold for pick-up). Systems and Procedures will include a letter of acknowledgment asking the Financial Officer to verify that the shipment was received in good order.

VERIFICATION OF THE PRE-NUMBERED RECEIPTS

Upon receiving the Pre-numbered Receipts, the Financial Officer must first verify that the proper quantity and number series was received. This verification process must be done promptly. The Financial Officer is to sign the letter and return it to Systems and Procedures. Any damages or discrepancies between the shipment and the letter of acknowledgment 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

University Park Pre-numbered Receipts will be made available to University Park Financial Officers at a cost from Systems and Procedures.

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 , 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.

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 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 detail, or to request changes to this procedure, please contact the Associate Controller.

CROSS REFERENCES:


Procedure Status:

Date Approved: 12/02/88

Most recent changes (and effective dates):

Revision History: