Cash Handling Regulations

Please review the full regulation for details. Below is a listing of some requirements.

• Must have written cash handling procedures that are followed and reviewed.
• Must give official receipts or cash register entries for all transactions where funds are exchanged person to person.
• Must keep funds secure.
  • Vault access should be limited.
  • Custody of keys and combinations must be kept on person.
  • Combinations should be changed periodically and always when turnover occurs.
  • Cash amounts over $5,000.00 must be accompanied by a security guard when in transport.
    • Contact University Accounting Services at 979-458-4199 to schedule a pick up by the courier service.
• Must keep and reconcile cash logs tracking the transfer of funds.
• Must deposit funds daily.
  • Amounts over $500.00 must be made daily.
  • Amounts under $500.00 must be made within three business days regardless of amount.
  • Checks must be endorsed FOR DEPOSIT ONLY immediately upon receipt
    • Ensures funds received by check are protected from fraudulent endorsement or theft
    • Must be typed, rubber stamped, or hand printed in ink
    • Must include name or agency code of depositing agency (TAMUS, TAMU, TAMUG, etc)
    • Must include the department name or code (Animal Science or ANSC)
    • Must include the FAMIS account number being credited

• • Funds must be reconciled.
• Must ensure that proper segregation of duties is performed during the preparation of the deposit. In no instance should a person receipting and preparing the deposit also be responsible for reconciling the accounts.