UMES Administrative Affairs Manual
This statement sets forth the policy and procedures for cash-handling.
It is the policy of the University of Maryland Eastern Shore through the Administrative Affairs Division to maintain a cash-handling system that reduces theft, assures transaction accuracy and properly recorded deposited cash payment, and provides adequate audit information/trail.
1. Maintain cash bank control system for moving money to and from storage.
a. The cashier received a cash bank from the office clerk.
b. The cashier counts the amount of cash received.
c. The cashier when cashing out a cash bank will count ou the amount received for the cash bank.
d. The cashier will properly record the cash bank amount on the Cash Report Form.
2. The cashier must ring individual items separately when recording customer's purchases.
3. The cashier must announce the total amount of the transaction to the customer.
4. The cashier must place all alrge bills on the side of the cash register before making change.
5. The cashier should give the change to the customer and request the customer to check their change. If there are no questions or disputes, the cashier should place the bill in the register and proceed to the next customer.
6. The cashier must close his/her cash drawer after each transaction.
7. If a cashier overcharges a customer, a manager/supervisor must be notified immediately.
a. The manager/supervisor will circle the transaction on the cash-register tape.
b. The manager/supervisor will complete an Overring Form.
c. The manager/supervisor will have customer sign the Overring Form.
d. The manager/supervisor will attach the copy of the transaction tape to the Overring Form.
e. The cashier will re-ring the transaction.
8. AIf the cashier undercharges a customer, he/she must key in the additional amount to bring the transaction to its proper total.
9. The cashier cannot make cash refunds to the customer. The manager/supervisor is the only person authorized to make cash refunds.
10. The manager/supervisor at the close of each meal period will take the cash register total.
11. The manager/supervisor will compare the cash total based on the register total. The cash total minus the cash bank should equal the register total. Any overage or shortage should be noted on the Cash Report Form.
12. If multiple means are available to conclude transactions (cash, charge, declining balance, transfer or equivalency), sales areas will be balanced daily against department totals.
13. The manager/supervisor will hand carry all cash received to the business office prior to 4:00 p.m. Monday through Friday. Cash received during the weekends and holidays, must be remitted no later than 10:00 a.m. the next business day. Any individual transporting deposits containing cash in excess of $500 must have a police escort.
14. All practices related to cash will be in accordance with university policy.