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Duties are separated so that no one person can collect money, record
revenues, and make deposits.
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Checks received are immediately stamped "for deposit only"
to a UCF account. Checks are immediately logged, unless the
unit has a register system.
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For cash received, Departmental Receipts (obtained from the UCF
Cashier's Office) are written or a register is used. All Departmental
Receipt numbers are accounted for and reconciled to deposits.
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Larger auxiliary operations use a register system, with only one
person operating from each cash drawer at a time. At the end
of the shift, the supervisor and cashier compare the cashier's drawer
to the register reading. Batch numbers for registers and credit
card machines are reviewed for continuity of numbering.
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Credit card numbers are highly protected. The unit complies
with UCF Cardholder
Information Security Procedures.
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Deposits are made with the University Cashier or, for regional
locations, via approved direct deposit to the university bank account.
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The unit makes daily deposits.
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Money is never left unattended or unsecured. During the day,
cash and checks are secured in a register or locked safe.
Overnight, money is secured in a locked safe. Only two or
three persons know the combination or have access to the safe key.
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When money is transferred between employees, the person receiving
the money signs for the amount received.
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Supervisors approve any refunds.
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Accounts receivable are tracked and billed monthly, with supervisory
approval for any write-off of accounts.
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Tickets are secured. All printed tickets are reconciled to
amounts deposited. Management approves any complimentary tickets.
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Attendee rosters are maintained and compared to money deposited.
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Revenue contracts are approved by General Counsel and monitored
by management to make sure the university receives the correct amounts
in a timely manner.
