Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure SA2003 - Center for Counseling and Psychological Services (CAPS) Fee Collection

Student Affairs

Policy Steward facilitating procedure: Vice President for Student Affairs

Table of Contents:


GENERAL:

The Center for Counseling and Psychological Services (CAPS) provides counseling for students in need of such services. CAPS has established a fee schedule (Exhibit "A") for "Extended" services received by full-time students and usage of the service by part-time students as defined below.

Full-time students are eligible for a limited number of CASPS sessions at no charge. The first ten (10) individual sessions in any year, including the initial consultation session, are without charge. For each individual session after the first ten, full-time students will be charged an Extended Services fee. The CAPS service year begins the first day of Summer Session and ends the last day of finals Week in the Spring Semester for the same academic year.

Part-time students are permitted to receive an Initial Consultation. After the Initial Consultation, part-time students will be referred to a group (if space exists) or to outside services. A part-time student who receives individual sessions will be charged the full fee for each session.

This procedure details cash controls required to record and report fee collections by the Center for Counseling and Psychological Services.

PROCEDURE:

INITIAL CONSULTATION

Students desiring CAPS services will be directed to the CAPS Reception Office.

The reception staff assistant explains to the student the services available through CAPS, schedules the appointments, and gives the student the Initial Consultation paperwork to complete.

FEE COLLECTION AND DEPOSIT

When a session occurs that results in a fee, either the staff assistant or the clinician providing the service notifies the student of the amount due. Fees must be paid to the Staff Assistant at the time of service in the form of cash, check (made payable to The Pennsylvania State University), or they may choose to have their Student Account billed for the service. The Student Account will show a HEALTH CENTER charge for the service received.

Upon payment for service, the staff assistant initiates a computer generated pre-numbered invoice through the CAPS scheduling system. The student receives a copy and signs a second copy which is attached to a daily Revenue Summary and turned in to the office manager daily.

The office manager prepares the Report of Cash Receipts (ROCR). The ROCR number is noted on the daily Revenue Summary and the Revenue Summary is given a reference number that is noted on the ROCR. Checks are restrictively endorsed per University Policy FN01 - Processing Cash Revenues, when received.

The deposit is placed in a secured deposit bag and delivered to the University Health Services Pharmacy for processing. The bag is signed for, acknowledging the transfer of accountability to the UHS staff by the utilization of either a log or an Accountability Transfer Form.

The deposit will be made to a Bursar-designated depository by the University Health Services staff.

REVIEW

The CAPS director will review each Report of Cash Receipts and the Summary Reports.

On a regular basis, or at least quarterly, the Financial Office will audit the computer-generated receipts to ensure that they are in compliance with Penn State policy.

EXEMPTIONS

Under situations where the fees would provide undue hardship, the clinical director or CAPS may elect to continue to provide services without charge. This decision will be so noted on the Fee Exemption Decision Form (Exhibit "B") and signed by the clinical director or his/her designee.

FAILURE TO PAY

Failure to pay at the time of service, incurring accumulated charges may result in termination of service until charges are settled. Clinical staff and/or the office manager will be notified by the staff assistant of any outstanding charges.

PROCESSING RETURNED CHECKS

See Procedure CR2002 - Processing Returned Checks.

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 detail, or to request changes to this procedure, please contact the Financial Officer, Student Affairs

CROSS REFERENCES:


Procedure Status:

Date Approved: 10/10/2006

Most recent changes:

Revision History (and effective dates:)