Procedure LI2003 - Depositing Library Receipt and Processing Student Charges and Credits
Policy Steward facilitating procedure: Dean, University Libraries
Table of Contents:
- COLLECTION OF MONIES
- CASH HANDLING OF MONIES RECEIVED
- STUDENT CHARGES
- STUDENT CREDITS
- PROCESSING RETURNED CHECKS
- AUDIT COORDINATION - FINANCIAL AND PROCEDURAL
- RECORD RETENTION, DISPOSITION AND DESTRUCTION
- CONTACT INFORMATION
- CROSS REFERENCES
The University Libraries system consists of the University Park libraries and the Campus College libraries. Students, faculty, staff, and the general public have use of the University Libraries system. Patrons are held responsible for all materials charged out on their ID cards or their library cards. All the libraries utilize the on-line lending system, which identifies the patron who is using library materials. For further information, see policies on the Library website.
Unless otherwise specified, references to "Finance/Business Office" mean the Finance/Business Office at a campus/college location.
Monies (cash, checks, money orders, IDCCs) are collected for overdue or lost library material at all University libraries. This procedure provides the fiscal controls, reporting requirements reconciliation of the collected monies, and guidelines for processing student charges/credits.
When monies are collected, the library employee completes a Fee Collection and Adjustment Form (Exhibit "A") and processes the transaction via the online lending system, if capable. The system-generated receipt is given to the patron, and the original (white) is retained and filed by the library employee. The duplicate (pink) copy is given to the patron if a system generated receipt is unavailable. System generated receipts for canceled or forgiven fees should be forwarded to the University Park Library Business Office.
The library employee's supervisor must initial any adjustments made by the library employee on the Fee Collection and Adjustment Form.
At the end of the business day, all monies and the corresponding Fee Collection and Adjustment Forms (Exhibit "A") are secured/safeguarded in accordance with Policy FN01. When monies collected are over $200 (or at least once a week, per Policy FN01), the library employee completes, in duplicate, a Report of Daily Receipts (Exhibit "B"). The library employee signs the "Submitted By" area, evidencing the submission of the funds collected and their completion of the report. All monies, both copies of the Report of Daily Receipts, and the original (white) Fee Collection and Adjustment Forms are placed in a deposit bag and transported to the applicable Finance/Business Office in accordance with Procedure CR2004 - Accountability for Transfer of Items of Value (Except Equipment)
The Finance/Business Office employee opens the deposit bag, verifies the cash count in the presence of another Finance/Business Office employee, and signs the "Cash Count Verified By" area of the Report of Daily Receipts, confirming the count. Any discrepancies are immediately brought to the attention of the Library Supervisor, investigated, resolved, documented and retained with the Report of Daily Receipts (Exhibit "B") of the day.
Once verified/signed, one copy of the Report of Daily Receipts (Exhibit "B") is returned to the applicable library or department for their record keeping.
Monday through Friday, Digital Library Technologies generated the applicable Fees Collected and Adjusted Report (Exhibit "C"), available only on the Libraries intranet to those Library staff and University Park Library Business Office staff authorized to access this information. The monies that were collected are recorded in the collected column and any adjustments (e.g., individual returns material that was previously lost and was assessed a fee, etc.) are reflected in the Adjusted column. The University Park Library Business Office accesses and compares this report with the Report of Daily Receipts (Exhibit "B") and support documents that were processed for that date. Any discrepancies are resolved with the applicable library employees, supervisors.
Additionally, a Report of Cash Receipts (ROCR) is prepared in accordance with the instructions specified in the IBIS Online Documentation section of the Administrative Information Systems website. The ROCR document number is recorded on the applicable deposit ticket. The applicable (white) Fee Collection and Adjustment form (Exhibit "A") and the original Report of Daily Receipts (Exhibit "B") are attached to that deposit ticket. The dates of the Report of Daily Receipts are subsequently recorded in the detail section of the ROCR for audit trail purposes.
At University Park, all monies are credited to general budget 06-070-70UP, Fund 10010, Object Code 0040. At Commonwealth Campus Locations, monies collected for overdue library materials are credited to general budget 06-070-70xx, where xx designates the location of the library; monies collected for lost library materials are credited to the general budget 06-070-70CO, Fund 10010, Object Code 0040.
For lost library materials at Commonwealth Campus locations, copies of the ROCR are submitted to the University Park Library Business Office, thereby enabling the University Park Library Business Office to allocate this revenue back to the proper location. The Commonwealth Campus locations should send corresponding paper support documents to the University Park Library Business Office with the ROCR for reconciliation.
The corresponding paper support documents are retained and filed by ROCR document number in the applicable University Park Library Business Office.
Monies, whether fines or lost material fees, collected by Commonwealth Campus locations are retained by Commonwealth Campus Libraries regardless of the home location of the item. Monies, whether fines or lost material fees, collected by University Park Libraries are retained by University Park, regardless of the home location of the item. Hershey and Dickinson Libraries, including Dickinson at University Park, retain monies collected at those locations.
After each semester, notification about unpaid fees and fines owed by students (undergraduates and graduates) is electronically sent to the Bursar for billing to the student's account. If a student's account is closed, an ISIS exception report (not exhibited) is automatically generated to indicate that the account is closed. University Park Lending Services Department will verify that bills rejected by the Bursar will remain on the users' library accounts. If students do not re-enroll with the University, these accounts will be electronically forwarded to a debt collection agency in accordance with the Libraries' standard debt collection procedure for non-PSU users.
Students returning materials for which replacement and processing charges have been assessed against their student accounts may be entitled to a credit based upon compliance with University Libraries current lending policy. Lending Services receives an automated report which identifies items returned and users eligible for credit at any library location. This report is verified by library staff in Lending Services and credit information is forwarded to staff in the Finance/Business Office for processing. In some cases, a credit may be "rush" processed before appearing on a report to facilitate student registration.
The credit will be processed via the ISIS system.
The University Park Library Business Office is notified of the credits processed by a batched transaction report.
Monthly, the University Park Library Business Office will allocate the Libraries Business income received from the student charges and credits to the appropriate library location based upon the ROCR's and reports received from the Bursar and Digital Library Technologies, respectively. At Commonwealth Campus locations, the income is credited to the 06-070-70CO, Fund 10010, Object Code 040. The income is allocated according to the student's library affiliation in WorkFlows. At University Park, it is credited to 06-070-70UP.
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 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.
- Documents subject to a Legal Hold (see AD35, Legal Hold). A legal hold will remain in effect until it is released in writing by the Office of General Counsel.
- Documents under audit or review, either internally or externally. The retention period extends until released by the Corporate Controller's Office. The Financial Officer will be notified regarding any accounts which are under audit; the Financial Officer will be responsible for contacting the department.
Additional questions may be directed to the University Archivist or the Records Management Officer.
- Exhibit A - Fee Collection and Adjustment
- Exhibit B - Report of Daily Receipts
- Exhibit C - Fees Collected and Adjusted Report
For questions, additional detail, or to request changes to this procedure, please contact the Dean, University Libraries
- Policy AD22 - Health Insurance Portability and Accountability Act
- Policy AD35 - University Archives and Records Management
- Policy FN01 - Processing Cash Revenues
- Procedure CR2002 - Processing Returned Checks
- Procedure CR2004, Accountability for Transfer of Items of Value (Except Equipment)
- Procedure CR2005, Depositing Cash Revenues
- Blue/White Shredding Program
Date Approved: 9/25, 2006
Most recent changes:
- Revision 3a - dated 11/27/2007 - (minor editorial change initialed by J. Doncsecz)
Revision History (and effective dates:)
- Revision 2 - dated 3/2/2000
- Revision 1 - dated 10/24/1994
- Original - dated 4/6/1979