1.
Cash, when not being used, shall be
placed in a metal container and locked in a secure place. (i.e. Office safe,
locked metal filing cabinet, locked metal desk drawer)
2.
Change funds, or Petty Cash funds of
$200.00 or more should be placed in a burglar resistant combination safe for
overnight or weekend storage.
3.
Deposits of $200.00 or more should not
be stored overnight or over a weekend in a desk drawer or filing cabinet. They
should be deposited with the Bursar before 4:15 PM Monday through Friday.
Receipts collected after 4:15 PM, or on Saturday or Sunday, can be stored (for
safekeeping) in the University Center's night vault facility. Deposits stored
in the University Center should be in a locked bag and must be dropped at the
Center before 11:30 at night. Proper identification must be presented at the
Center before the locked deposit bag will be released.
4.
When Change funds or Petty Cash funds
will not be used for a period of time, such as semester breaks or holidays, they
should be kept in a burglar resistant safe. If a safe of this type is not
available in your area, your funds should be temporarily stored with the
university Center or Bursar for safekeeping.
5.
Locks shall be changed whenever an
employee, who had access to the funds, leaves the employ of the department or
University.
6.
Safe combinations shall be changed, as
a matter of policy, at least once every two years.
7.
Keys to the cash register, cash box,
cash storage area and cash deposit bag(s) shall be under proper control at all
times.
8.
The cash register or cash box shall be
locked when not attended by the fund custodian, or his/her designated agent.
9.
The cash box, or cash, shall be locked
away in a secure storage area when not under the immediate control of the fund
custodian or designated agent.
10.
A cash over/short journal should be
maintained by each fund custodian and a report issued to the proper management
authority on a monthly basis.
11.
WISCONSIN STATE STATUTE
20.906(1) PROVIDES: Deposits must be made weekly for State Accounts.
12.
This same State Statute,
20.906(1) prohibits the
personal use of Change Funds, or Petty Cash Funds. Cashing of personal
checks or use of IOU's is
ILLEGAL.
13.
All checks, money orders, bank drafts
or travelers cheques received as payment, must be stamped immediately with a
restrictive endorsement stamp.
14.
Deposits should be taken to the
Cashier's Office in a locked bag. To prevent observers from knowing that a
deposit is being carried, the locked cash bag should be transported in another
container, such as a shopping bag, brief case, backpack, etc.
15.
When transporting funds to the
Cashier's Office, the route and time of the trip should be varied to prevent a
noticed fixed routine.
16. IN CASE OF A LOSS OF FUNDS, PROTECTIVE SERVICES (PHONE # 3456) SHOULD BE NOTIFIED SO THAT A PROPER INVESTIGATION MAY BE MADE.
Questions: E-mail Laurie Kujawa or call ext. 3721.