Cash Handling

  • Guidelines for funds received by UWSP Departments
      1. Cash, when not being attended by the fund custodian, or designated agent, should be locked away in a secure area such as an office safe, fire retardant metal file cabinet or metal desk drawer.

      2. Departmental revenue deposits should NOT be stored overnight or over the weekend in a file cabinet or desk drawer. They should be deposited with the Bursar before 4:00 PM, Mondays through Fridays. Receipts collected after 4:00 PM, or on Saturday or Sunday, should be stored for safekeeping in the University Center's night vault facility. Deposits stored in the UC night vault should be in a locked bag and must be dropped before 11:30 at night. You must contact the Info Center before using the vault facilities. Proper identification must be presented at the Info Center before the locked deposit bag will be released.

      3. When change funds or petty cash funds will not be used for a period of time, such as a semester breaks or long holiday weekends, they should be kept in a burglar resistant safe. If a safe of this type in not available in your area, the funds should be temporarily stored with the Bursar or University Center cashier.

      4. Keys to the cash register, cash box, deposit bag(s), and cash storage areas should be under proper control at all times.

      5. Safe combinations and/or locks should be changed, as a matter of policy, at least once every two years and always changed whenever an employee (who knows the combination or whereabouts of safe keys) leaves the employ of the department or organization.

      6. 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.

      7. All checks, money orders, bank drafts, traveler’s checks, etc., received as payment or for cashing services, should be stamped immediately with the University's restrictive endorsement stamp.

      8. Wisconsin State Statute 20.906(1) provides " DEPOSITS MUST BE MADE WEEKLY FOR STATE ACCOUNTS "

      9. This same State Statute [20.906(1)] PROHIBITS the personal use of change and petty cash funds. Cashing of employee checks or use of IOU's is illegal.

      10. Deposits, under any circumstances, must NOT BE SENT to the Bursar's Office THROUGH the CAMPUS MAIL system.

      11. Deposits should be taken to the Bursar'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, briefcase, purse, backpack, etc.

      12. When transporting funds to the Bursar's Office, the route and time of trip should be varied to prevent any noticeable fixed deposit routine.
      13. IN CASE OF A LOSS OF FUNDS, PROTECTIVE SERVICES (TELEPHONE 3456) SHOULD BE NOTIFIED SO THAT A PROPER INVESTIGATION MAY BE CONDUCTED.