Cash Handling and Management

1. Cash Handling and Management Guideline # 4.1 – Cash Handling and Management http://www.utsa.edu/financialaffairs/opguidelines/4.1.html Guideline #4.1.1- Processing Cash Payments http://www.utsa.edu/financialaffairs/opguidelines/4.1.1.html Departmental Cash Handling Request Form Departmental Cash Handling Security Policy Revised Deposit Transmittal Form Credit Card Methods – Quick Reference Chart Credit Card Payment Form Credit Card Discount Charges and Fees UTSA Check Register Your Partner for Successful Solutions

2. Departmental Cash Handling Request Form • Used to request authorization to accept cash, checks or credit cards • If requesting credit card authorization, Office of Accounting will request Merchant ID and order equipment. • Submitted in conjunction with Departmental Cash Handling Security Policy Your Partner for Successful Solutions

3. Departmental Cash Handling Security Policy • Each department that accepts cash, checks or credit cards will be required to have a security policy on file with Financial Services. • Addresses type and volume of payments & physical security • Deposit Transmittal daily for payments of $500 or greater • Do not copy checks unless redacting customer account and routing numbers. Your Partner for Successful Solutions

4. Deposit Transmittal Form • Form basically unchanged, but detailed instructions added, including method by which CC Discount Charge may be charged to department or cardholder. • Supervisor signature required Your Partner for Successful Solutions

5. Credit Card Processing Methods – Quick Reference Chart • Overview of fees and charges that may be relevant for each CC payment method • FSO – only for small volumes • Dedicated CC machine in department • 3rd party online vendor Your Partner for Successful Solutions

6. Credit Card Payment Form • Optional form for taking credit numbers over the phone and/or submission to FSO for processing • Any retained copies of CC information must be shredded • FSO will shred forms submitted to them after processing CC payment Your Partner for Successful Solutions

7. Credit Card Discount Charges and Fees • Listing of potential fees and charges for acceptance of credit cards • Different fees for each CC vendor and method of acceptance (web, keyed-in, swiped) • Subject to change Your Partner for Successful Solutions

8. UTSA Check Register • OPTIONAL • May be used in lieu of log book, but items marked with an asterisk are required to be recorded regardless of method used. • If accepting payments in person, should give pre-numbered receipts Your Partner for Successful Solutions

9. Training and Documentation • Training class will be offered starting in FY10 in TXCLASS • Existing users will be asked to submit Departmental Security Policy for our files. • QUESTIONS?? Your Partner for Successful Solutions