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Home :: Policies :: Cash Handling Recording

Cash Handling Recording

Responsible Department
Business Office-Bursar
Effective Date
Review Date
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    The purpose of this policy is to clearly state the procedures for cash and other payment handling.

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    Please see the University System of Georgia Business Procedures Manual at:

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    1. There should be a dated, chronological record of the original entry for each individual payment to adhere to audit requirements. If there is not a means of cash receipts via a cash register or a pre-approved method of receipting, the Business Office provides pre-numbered cash receipts books that can be signed out for department use. The recording of the receipt of all payments should be prepared as soon as payment is received. All receipts are subject to state auditor review.
    2. Departmental Deposits - Departments should make deposits on a daily basis during high volume periods. Otherwise, deposits should be made weekly as necessary. Checks should be deposited within one week of receipt to prevent them from becoming stale-dated. The Business Office reserves the right to reject stale-dated checks in a deposit. Any deposits left in a department must be secured.   The department is responsible for any funds not yet deposited in the Business Office. Any loss of funds will be subject to investigation.

    3. Check Endorsement - A restrictive endorsement (i.e. “For Deposit Only” University of North Georgia)

    4. Bank Deposits - Deposits are prepared daily by cashiers and taken to the bank each day by the Accountant II or Loans/Collections Specialist.

    5. Credit Card Transactions - Credit cards are accepted on-line for student tuition and fees through Banner/TouchNet PayPath. Anyone wishing to accept credit card payments for any other transactions must contact the Business Office prior to publishing credit card payments as an option. Whenever possible, arrangements will be made for on-line payments to be processed through Continuing Education or via TouchNet uPay.

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    Support Info

    1. For any additional clarification, please contact the Business Office.

    2. This document replaces North Georgia College & State University/University of North Georgia Policy and Procedure 709.10 which was in effect from April 2, 2015 through the effective date of this policy.
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    Any related operating procedures must comply with and reference this policy.

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