University Cash Handling

Student Financial Services and the Cashier’s Office serve as the Main Cashiering location for the university. As the Main Cashiering location, Student Financial Services performs the following duties:

• Accepts and processes payments for students
• Accepts and processes departmental deposits for the campus community
• Accepts, reviews, and processes requests to establish cash collection sites
• Accepts, reviews, and processes requests to establish credit card channels (accept credit/debit cards)
• Provides cash handling training for satellite cash handling sites
• Performs annual audits of approved cash handling sites to ensure compliance with procedures
• Reimburses petty cash and change funds
• Updates and maintains documentation for approved cash handling sites (approvals, custodians, changes in supervising managers or custodians, etc.)

Cash Handling Procedures

Departments and individuals who handle cash or process credit/debit cards must review and remain aware of current campus procedures related to cash handling.

Procedure	Description
Accounts Receivable Management Procedures	Management of accounts receivable, including safeguarding, collection, and debt write-offs.
Cash Handling Procedures	Accepting, depositing, and safekeeping of cash and cash equivalents.
Credit/Debit Card Acceptance Procedures	Acceptance of credit/debit cards, including PCI data standards.
Petty Cash/Change Fund Procedures	Reimbursement of small-dollar university-related expenses when use of procurement card is not possible.

How to Establish or Maintain a Cash Collection Site

Departments wishing to establish themselves as a cash collection site must first receive authorization from the university’s CFO or their designee. Departments can receive authorization by reviewing the current campus Cash Handling Procedures and then completing and submitting the Request to Establish/Maintain Cashiering Collection Point form (Select: FA-SFAR-Cash_Establishment_Collection_Point).

Managers overseeing approved cash collection sites must resubmit and update all relevant information (including any changes to approved custodians, frequency of collections, etc.) to Student Financial Services no later than June 1^st to maintain approval from the university’s CFO or their designee to collect cash, checks, and credit/debit cards for each new fiscal year beginning July 1^st and ending June 30^th. Managers at approved cash collection sites can resubmit via the Request to Establish/Maintain Cashiering Collection Point form (Select: FA-SFAR-Cash_Establishment_Collection_Point).

Help with Completing Request to Establish/Maintain Cashiering Collection Point Form

Accepting Credit/Debit Cards

Any department wishing to accept credit/debit cards must first have authorization from the university CFO or their designee to be a cash collection site. To accept credit/debit cards, the university’s CFO or their designee must approve all physical locations, websites, 3^rd party processors, or any channel accepting credit/debit card payments by the university. Credit/debit card payments will only be accepted at approved locations using an approved CSU merchant card processor. The CFO or their designee must first approve any change involving credit card acceptance. Managers should seek approval prior to completing the procurement process or signing a contract. Department managers wishing to accept credit/debit cards should review the campus Credit/Debit Card Acceptance Procedures and then complete and submit the Credit/Debit Channel Request Form (Select: FA-SFAR-Credit_Card_Channel_Request_Form).

Help with Completing Credit/Debit Channel Request Form

Petty Cash/Change Funds

The procurement card is the preferred purchasing method for low-dollar business expenses. When the use of the procurement card is not possible, departments may use funds from petty cash. A petty cash or change fund must be assigned to a specific individual as custodian. The custodian will be responsible for the amount advanced and should be trained on their responsibilities before accepting a petty cash fund. Individuals or departments wishing to establish a petty cash or change fund should have their manager review the current campus Petty Cash/Change Fund Procedures and complete and submit the Application to Establish Cash Fund Form (Select: FA-SFAR-Application_To_Establish_Cash_Fund).

Individuals in need of reimbursement of a petty cash expense should complete the Petty Cash Reimbursement Form (Select: FA-SFAR-Petty_Cash_Reimbursement_Form).

Help with Completing the Petty Cash Reimbursement Form