Departmental Cash Transmittal

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Departmental Cash Transmittals (CTs)

When UW Tacoma departments receive payments (cash/check), these payments need to be walked over to the Cashier's Office, along with a completed Cash Transmittal Form (CT), within 24 hours of receipt*.  The deposit items should be paper-clipped, in the order that they are listed on the form.  Be sure to sign the CT and to include a copy of the CT with your deposit.  This must be placed in a sealed envelope and hand delivered to the Cashier's Office (CAR 400).  CTs can no longer be placed in campus mail.

*If you are expecting multiple payments for a specific event or item, it is okay to collect payments in weekly batches, as long as you are practicing proper cash handling protocols, and the amount received is less than $500.  Deposits of $500 or more must be delivered to the Cashier's Office within 24 hours of receipt.

If you have a large cash deposit, please call Campus Safety (2-4416) to arrange for an escort.

After the payment is processed, a copy of the receipt will be stapled to the CT copy you included with the payment. Check the receipt for accuracy and notify the cashier immediately if you find an error.

Payments will post to your budget a few business days after the transaction date noted on the receipt.  It is the submitting department's responsibility to confirm that the transaction uploaded correctly on MyFD. Report missing or erroneous deposits to uwtcash@uw.edu.

CT For Cash or Checks

Cash Transmittal Form

This form is designed to directly deposit allocated funds into department budgets.  Please fill out the relevant information and hand deliver to Cashier's Office:  Box 358433.  Include the completed form and one copy, with the accompanying checks and documentation, paper clipped to the form.  Once processed, the receipt will be stapled to the copy and returned to the box number noted on the form. 

NEW*:  All deposits need to be hand delivered to the Cashier's Office (CAR 400). 

Instuctions:

Date: Date the form is prepared.

Budget No: Indicate the budget number to which the deposit will be applied in the nn-nnnn format.

Budget Title: Indicate the complete budget title.

Object Code or Revenue Code: This can be blank and the revenue code associated with the budget will automatically be assigned. If you would like it posted to a different revenue code or object code you can input that here in the nn-nn-nn format.

Amount: Indicate the amount of the deposit, minus the sales tax. If sales tax is included in the payment, it should be recorded at the bottom of the "Amount" column in the "Sales Tax" field. Please Note: The total amount shown on the cash transmittal must equal the total amount of the check and currency to be deposited.

Invoice Number: This item is for designating a student number or an invoice number.If information is represented here it will be reflected on the BAR but it is not a required entry.

Name of Customer/Student: Indicate full or abbreviated personal or organizational name. Information in this field will be reflected on the BAR. If payment is for a student, please provide the student number as well.  Note:  The payor is often different from the customer.  For our purposes, we need the customer name.  If the payor name is important to the transaction,  that information will be collected and entered onto the receipt in the "Paid By" field.

Check Number/Check Date: This entry not reflected on the bar. **Multiple checks may be entered as single line entry to the budget, a separate list containing each check amount should accompany your copy of the cash transmittal form kept in your office for auditing and reference purposes later.

Departmental Authorization: Name of the departmental depositor in order to attest to the accuracy of the information.

Box Number: Indicate the box number of the transmitting department.

Transmitting Department: Indicate the department preparing the cash transmittal.

Phone No: Indicate the phone number of the authorized depositor in the transmitting department.

Comments: This field is for department information concerning the deposit.

**In most cases, transactions are entered individually by customer.  If you have multiple payors, and don't need the receipt broken down by individual, then just list customer as "multiple" and the deposit will be batched.  In these cases, if the department is maintaining a list of payors, a copy of this list should be included as documentation.

Print two copies of the form and submit them to the Cashier’s Office. Once processed, a copy will be returned to the department along with a receipt.

The department is responsible for retaining all supporting documentation for the transaction. This will aid your budget reconciliation process.  The receipt will contain a “CT #” (Example: CA5701), which will appear in My Financial Desktop when the transaction posts to your budget. 

 

CT For Credit Cards

 

NEW:  Cash Handling At UW Tacoma

Cash Handling at University of Washington Tacoma

To download a PDF version of the UW Tacoma policy, please click here.

Overview and Purpose

In order to be in compliance with University of Washington and state policy, UW Tacoma Cashier’s Office is aligning its cash handling policy with that set out by UW Banking and Account Operations (BA&O).

To download a PDF version of the UW policy, please click here.

UW Tacoma Department Specific Internal Controls

Each department is responsible for implementing, documenting, and maintaining sufficient internal controls and procedures to comply with the requirements of this policy.

Definition

For purposes of this policy, the word “cash”, covers all physical monetary items such as cash, coins, checks, money orders, traveler’s cheques, etc., excluding debit/credit cards.

Cash Deposits

Applies to all departments that deposit cash to University of Washington bank accounts

  • Record all cash received at the time of receipt
    • Must keep a record of every type and amount of cash received
    • The record must be reconciled to the deposits made by the department
    • The record must record the following:
      • Date of receipt
      • Amount of receipt
      • Who sent the funds
      • Who recorded the funds received
      • What type of funds were received
  • Frequency of deposits must adhere to SAAM 85.50.20
    • If the total amount exceeds $500, deposit all cash by the next business day
    • If the total amount is under $500, deposit all cash at a minimum of once per week
  • Endorse all checks with a UW endorsement stamp at the time of receipt
    • Obtaining a UW endorsement stamp must go through uwtcash@uw.edu
    • Each department is allowed one endorsement stamp free of charge
      • Department budgets will be charged for any additional orders
  • Cash Transmittal Forms (CTs):
    • Complete a CT form and paper clip the cash to the form.
  • Transportation of Deposits
    • Department cash deposits are to be hand delivered to the Cashier’s Office (CAR 400). 
      • It is no longer allowable to place deposits in campus mail.  Doing so, puts UW Tacoma at risk of being out of compliance.
    • In the event that you have a deposit exceeding $500 and you don’t have a staff member available to go to the Cashier’s Office, please contact the Cashier’s Office to see if someone is available to make the delivery for you.
  • Deposits that relate to Grants/Contracts (GCA) and Gifts/Donations (Advancement) must be made by the following methods:
    • Grants and Contract Budget Deposits
      • Send all payments received to GCA via campus mail at Box 354966
      • Reference a budget number and/or eGC1 number
      • Attach all supporting documentation for the payment
    • Gifts/Donation Budget Deposits
    • All departments are required to campus mail payments within 1 business day of receipt

Transportation of Cash

Applies to all departments that transport cash from one location to another. This includes transportation to/from UW locations, or to/from a third party such as banks and cash vault.

  • Always store cash in a sealed bag and/or locked bag when transporting cash for any purpose
    • Keep a receipt of the cash inside the bag for accountability purposes
    • Departments can order locked bags through department supply orders
      • Locked bags can be purchased through most office supply stores
      • If the Cashier’s Office will be receiving the locked bag, you must supply the Cashier’s Office with a copy of the key.
  • Segregation of duties is required when transporting cash
    • A minimum of two personnel are required to demonstrate proper accountability
      • One person should count the cash that is placed inside the bag and place the receipt inside the bag
        • This can be a 10-key tape that includes the deposit total and initials of the department staff member submitting the deposit.
      • When the bag reaches its destination, minimum of two personnel is required to open the bag and reconcile the cash to the receipt inside the bag
        • One of the two personnel can include the person transporting the cash
  • Do not leave cash unattended if transporting by  vehicle
    • Do not leave the cash bag in a parked car or in checked luggage if traveling by plane/train/etc.
    • Maintain physical possession of the cash bag at all times
    • Responsibility for lost/stolen cash falls on the department
  • Contact Campus Safety if further assistance is required to transport cash across campus

Storing Cash

Applies to all departments that store cash on premises.

  • Store cash in a secure and locked area at all times
    • Restrict access to cash to as few personnel as possible
    • Keep combinations/passwords/keys to cash storage in a safe place
    • Only provide combination/passwords/keys to authorized personnel
    • A cash safe/vault is the recommended method for storing cash amounts over $500
      • Obtain a fireproof cash safe/vault
      • Store the cash safe/vault behind a locked door
    • A cash box with security lock is sufficient for cash amounts under $500
      • If possible, obtain a fireproof cash box with security lock
      • Place the cash box in a locked cabinet or drawer
      • Locate the locked cabinet or drawer behind locked door
    • Security cameras are highly recommended as a means of monitoring activity at any location where cash is being stored
  • Departments must establish segregation of duties in regards to accessing the cash vault/safe/box
    • Establish custodian(s) of the cash vault/safe/box
    • Keep access to combination and/or keys to the storage unit at a minimum
    • An individual other than the custodian must reconcile the cash stored in vault/safe/box on a monthly basis
  • Never leave the cash storage vault/safe/box unattended when it is unlocked
    • Always lock the cash storage vault/safe/box when vacating the area
    • Only access the cash storage vault/safe/box when performing a required monetary activity, for example:
      • Making change or replenishing the cash register
      • Preparing a deposit
      • Storing change or any excess cash
      • Performing a cash audit

Revised July 26, 2019