|Definition:||The purpose of this document is to establish campus protocol and procedural guidelines for the handling of cash, and cash equivalents, and ensure appropriate segregation of duties in accordance with ICSUAM, Section 3000.|
|Authority:||Integrated CSU Administrative Manual (ICSUAM)|
|Scope:||This document will pertain to any department, collectively and each person individually, in the handling of cash or cash equivalent.|
|Responsible Division:||Finance & Administrative Services|
Ensure that CSU San Marcos employees who process and/or handle cash, or cash equivalents, fully understand their responsibilities, related to cash handling, and can fulfill their duties in compliance with ICSUAM procedures.
Accountability can be established by satisfying each of the following:
Ensure no one individual is involved in all steps of the cash handling process and proper oversight and validations occur.
Ensures that cash and/or cash equivalents are, at all times, protected from loss or misuse. The collection, recording, and storage of financial information is in compliance with Payment Card Industry Data Security Standards (PCI) data security standards.
Provides assurance that CSUSM cash-handling procedures are aligned, and in compliance with, ICSUAM, Section 8000. All CSUSM cash handling sites should refer to ICSUAM 3102.02, 3102.03, 3102.04, 3102.05, 3102.06, 3102.10, and 3102.11 for any policies or procedures not covered specifically in this document.
The campus CFO or his/her designee must:
Separation of duties must be maintained when cash is received and no single person should have complete control over a given process.
|Size of fund||Frequency of Count|
|$200.00 or less||Annually|
|$200.01 to $500.00||Quarterly|
|$500.01 to $2,500.00||Monthly|
|$2,500.01 or greater||Monthly|
Identification, timing and composition of the monthly reconciliations will be performed to ensure that cash and/or cash equivalents are received in a consistent manner utilizing systems that ensure integrity of existing internal controls. A typical monthly reconciliation would compare the deposits made against the deposits posted to the general ledger. The monthly reconciliation shall be signed by the preparer and dated as well as signed by the reviewer and dated. The reviewer shall be a supervisor or manager.
V. LEGAL AUTHORITY (ICSUAM)
All forms can be accessed online at www.csusm.edu/sfs