University of Houston



University of Houston

Cullen Performance Hall

Policy and Procedures Manual

SECTION: Cash Deposits

AREA: Cullen Performance Hall

|SUBJECT: Cash Deposits |

I PURPOSE

In an effort to assure Cullen Performance Hall is in compliance with MAPP regulations department accepts cash must follow the guidelines of the office of Finance for Cash Handling and Deposits. These guidelines are enumerated in the “Departmental Cash Handling” located at MAPP. And included detail requirements for authorization to accept cash, form of receipt, form of payment deposit routing, deposit timeliness, deposit preparation, use of authorize bag.

II. PROCEDURE

• All checks receiving monies will strictly adhere to University of Houston Policies and Procedure MAPP

• All checks are logged in and stamped “for deposit only” at the time the mail is opened

• Office Assistant (Check Depositor) will notify manager of payments once receive

• Make a copy of check and stamp

• Date stamp receive on the copy of check

• Log check in check log

• Enter payment in Event- Pro

• Print Receipt

• Office Assistant Prepares Cash Deposit Summary Form (1st Authorized Person)

• Prepare Money Transmittal Form

• Prepare and sign deposit bag

• Manager (2nd Authorized Person) on Cash Deposit Summary Form

• Office Assistant prepares Journal

• Sent Journal through workflow

• Upload back up documentation to People Soft

• Email B/A for journal review

• Once journal is approve

• Checks are placed immediately in money bag and sealed

• Contact UHPD to pick up and transmit the deposit

• Same procedure for afternoon mail

o Attach checks received in the afternoon mail to the check log

o Office Assistant prepares deposit

Verify Check information

a. Verify deposit

b. Company name

c. Check payable to University of Houston

d. Endorse back of check

e. Make a copy of check and stamp

f. Receipt number / book number appears on check

Verify Deposit Verification

a. Summary form 1 & 2

b. Deposit ticket

c. Event-Pro receipt

d. Money transmittal form

e. Enter information on spread sheet

III. AUTHORIZE STAFF

Once Cullen Performance Hall receive payment Office Assistant of Cullen Performance Hall approve documentation by completing appropriately forms for deposit. At this time, documentation is submit over to Manager to authorize person for deposit, forms are review. If Office Assistant is out of the office, on vacation manager instructions paperwork is completed by manager, second person is authorized to sign cash deposit summary form page (2 of 2).

• Prepare Journal Entry in People Soft 8

o UHS Finance

o General Ledger

o Journal

o Journal Entry

o Create Journal Entry

o Click add new value

o Click add tab

o Enter information header page

o Long description

o Enter information line tab

o Click Process

o Journal number will appear

• Upload supporting documentation in People Soft 8

o Summary form 1 & 2

o Deposit ticket

o Receipt

• Print Journal entry detail

• Once journal is approve by B/A

• Attach copy from money bag to journal

• Upon verification, the checks and deposit ticked placed in money bag

• Outside bag, journal coversheet, deposit slip, cash summary forms 1 & 2

• Notify UHPD deposit pick up

• Production folder

o Department Business Administration will:

o Review/approve the Journal in People Soft workflow, verifying

o Two individuals verify the deposit.

o If there are any discrepancies found, they are to be cleared immediately and department financial records corrected in accordance with MAPP. If there are no discrepancies found journal is approval by both approvers and sent though work flow

IV. TRAINING

o Cash Handling

o Journal

o Basic UH Finance Process

o Cash Deposit and Security Procedures

o Journal Entry Creation Workflow

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