System Regulation 21.01.02: Receipt, Custody, and Deposit of Revenues addresses the use of cash receipts in section 2. Please review the full regulation for details.
An official receipt must be generated through iPayments, by cash register, or hand written on manual cash receipt form by a department or unit every time a payment is received.
iPayment Receipts
Most departments should be using iPayments to generate receipts. These receipts are electronically generated and include all information entered into iPayments.
- Receipt numbers are assigned by the system.
- Receipts do not have to be kept secure.
- Receipts must be provided to customer.
- Receipts are not required to collect customer information.
- These receipts do not have to be submitted to FMO for tracking purposes.
Cash Register Receipts
Some departments use cash registers to generate receipts.
- Cash register must be equipped to issue receipts.
- Receipts do not have to be kept secure.
- Daily reports comparing collections with register reading, identifying overages and shortages, and documents remittance of funds are required.
- Receipt must be provided to customer.
- Receipts are not required to collect customer information.
- Receipts do not have to be submitted to FMO for tracking purposes.
Manual Cash Receipts
Few departments are allowed to use manual cash receipts. Departments using these receipts have been given approval due to special circumstances.
- TAMU Departments are charged a fee for each receipt book, which is made up of 50 receipts.
- Receipts are considered the same as cash and must be kept securely.
- Receipts must be used in numerical order. If missing receipts are discovered, FMO or FMS must be notified immediately. A letter must be submitted by the department head explaining the situation surrounding the loss. If the cash receipt was suspected stolen, a police report must be attached to the letter.
- Receipts must be itemized to show the date of the purchase, name of the purchaser, product or service, quantity, unit price (if applicable), sales tax (if applicable), total, and signature of person receiving payment.
- Receipt (white copy) must be provided to customer.
- Receipts (pink copy) must be submitted to FMO along with iPayment deposit information for tracking purposes for TAMU or retained by the issuing department for TAMUG.
- Receipts (yellow copy) must be submitted with deposit for TAMUG.
- Receipts (blue copy) must be maintained by department for records retention.
- Voided receipts must be returned to FMO or FMS and approved by department head (white and pink copies).
- Past-due notices are generated and submitted to departments with unused receipts.