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Cashier's Office - Guidelines & Procedures

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Procedure for Handling Cash Receipts

These procedures provide guidance on how to handle cash receipts (cash) to protect the payer, the recipient and Rice. All faculty, staff, students, organizations and individuals who handle cash receipts at Rice must follow the procedures described below. The  University Cashier is available to answer questions or to provide assistance.

Additional procedures for handling Petty Cash Funds appear in the Sections Managing an Annual Petty Cash Fund and Petty Cash Reimbursements.

Definition:  Cash receipts include checks (personal checks, cashiers checks, money orders, travelers checks, and other similar items) and currency (bills and coins) received in payment of amounts owed to Rice University.

Responsibility:  The University Cashier has primary responsibility for collecting and depositing all cash receipts at Rice University and for providing guidance on handling cash receipts. Written approval from the Controller is required for any other department to deposit cash receipts for the university.

EXCEPTION:  Donations to the university (gifts) are collected and deposited by Gift Processing. These procedures apply specifically to gifts:

1. Send gifts in the form of checks directly to Gift Processing with all related donor correspondence attached.  When the University deposits a gift check and acknowledges the gift promptly, it demonstrates to the donor both that the University appreciates and values the donation and that the University operates efficiently. Keep a copy of the check and correspondence for your records.

2. Deliver gifts of currency to the Cashier's Office with all related donor correspondence attached. Keep a copy of the correspondence for your records. The Cashier's Office will issue a cash receipt, deposit the currency and send the donor documentation and a copy of the deposit to Gift Processing. The documents are normally available to Gift Processing on the next business day.

Each department that receives cash has a responsibility to establish appropriate controls to insure that cash is deposited properly and promptly. These responsibilities include monitoring cash handling, reconciling amounts received to amounts deposited, and segregating these duties effectively.

The department chair/head or student organization sponsor insures that:  

  1. Cash handling procedures are established that comply with these guidelines.
  2. The procedures established continue to function effectively via periodic reviews.
  3. Receipts are deposited promptly into the correct university accounts.
  4. The amount recorded in the university's financial accounting system agrees with the amount received.
  5. No one individual should receive cash, make the deposit, and reconcile the actual receipt to the deposit in the financial accounting system for a given transaction.
  6. New staff who handle cash are trained properly.

Detailed procedures applicable to all departments (see attached flowchart ):  

  1. Complete the online Web Departmental Deposit form and send or deliver all cash receipts to the University Cashier promptly; promptly is normally no later than the business day after the cash is received. Checks deposited promptly are less likely to be returned due to insufficient funds or because the issuer's bank account has been closed. Include a copy of the Deposit Successful screen, showing who prepared the deposit, and provides the Cashier with information needed to credit the receipts to the correct fund/org/account. Also attach a copy of all checks or an approved check detail report. If your deposit includes currency (bills or coins), see item 6 below.
  2. Encourage payers to make checks payable to Rice University; Rice University/Department is also acceptable. Do not ask that a check be made payable to a department or to an individual. If a check is erroneously made payable to an individual, either return it to the issuer and ask that it be reissued to Rice University or ask the individual payee to endorse it over to Rice University. Note:  Checks issued by Rice University may not be deposited in Rice accounts; contact the Disbursements Group in the Controller's Office for instructions if you are asked to deposit a check issued by Rice.
  3. Endorse all checks immediately upon receipt in the appropriate area on the back of the check:

    FOR DEPOSIT ONLY
    William Marsh Rice University
    Department Name (optional)
    ACCOUNT # (contact Cashier's Office for bank account number)

    Note:  the bank account number is not included in these procedures as it should not be published on the Internet.
     
  4. Deliver all cash receipts with a copy of the completed Deposit Successful screen to the Cashier's Office no later than 3 pm. If you receive a large check or a large amount of currency late in the day, call the Cashier's Office for instructions. If the Cashier's Office is closed, secure the receipts as described in item 6 and deposit them the next business day.
  5. If you have checks or currency on hand overnight, you must set up procedures to make sure the funds are stored safely and are available for deposit the following day. Designate one individual as the cash custodian, who will:

    a. Remove all funds from the cash register or money tray;

    b. Place the funds in a locked bank bag or locked metal container; and

    c. Secure the bag or box in a locked cabinet, desk or safe that can only be accessed by the cash custodian.

    Note:  If the department receives currency, the cash custodian may not be the person who prepares the Web Departmental Deposit. The next item provides more details on how to handle currency.

     
  6. Accept currency rather than a check only when absolutely necessary, as currency requires special handling. These additional requirements include:

    a. Always provide the payee with a pre-numbered receipt for currency. Pre-numbered duplicate receipt books are available from office supply vendors. Maintain the duplicate receipts in the receipt book or in a numerical file. Include originals of voided or damaged receipts in the file. If any duplicate receipts are missing, include a note in the file explaining what happened to them.

    b. Involve at least two people. While one person may issue the receipt to the payer and reconcile the receipts to the amounts shown as deposits in Banner, a second person should prepare the Web Departmental Deposit and deliver it to the Cashier's Office.

    c. When currency is transferred from one individual to another, each individual should count the currency and initial that the amount shown on the Web Departmental Deposit is correct. This is to protect each individual as well as Rice.

    d. Hand deliver the currency and copy of the completed Deposit Successful screen to the Cashier's Office. NEVER send currency in Campus Mail. NEVER copy currency.  

    e. Give the copy of the cash receipt provided by the Cashier's Office to the person who reconciles the receipts to Banner. That person should immediately verify that the amount deposited agrees with the amount transmitted.

    f. NEVER make disbursements from cash received. Deposit the cash with the Cashier's Office and request a disbursement through normal payment processes.

    NOTE:  Small departments may find it difficult to establish consistent segregation of duties, especially when vacancies or absences occur. If you find yourself in this situation, contact the Controller's Office for assistance.

     

If your department receives cash daily:  

  1. Establish a cutoff time for processing receipts.
  2. Process all receipts received prior to the cutoff time and deliver them to the Cashier's Office on the first floor of the Allen Center before 3:00 pm.
  3. Include items received after the cutoff time in the next day's deposits.
  4. Secure cash receipts held pending deposit as described in item 6 above.

If your department does not receive cash on a regular basis:  

  1. You may make daily deposits of small amounts or you may accumulate small amounts for a short time.
  2. You must make a deposit if total cash and checks on hand reach $200.00 or if you have had ANY of the cash receipts for more than three business days.
  3. After you process your receipts, deliver them to the Cashier's Office on the first floor of Allen Center.
  4. Secure cash receipts held pending deposit as described in item 6 above.

Checks that require special handling:  

If you receive a check payable to Rice University that does not belong to your department and you are unable to easily identify where it should have gone, endorse it:

FOR DEPOSIT ONLY
William Marsh Rice University
ACCOUNT # (contact Cashier's Office for bank account number)

and send it to the Cashier's Office immediately. Include a note containing your name and extension and any information you have about the check. Attach any correspondence enclosed with the check and the envelope, if it is available.

If you receive a check related to a vendor credit memorandum or a vendor refund, contact the Disbursements Group in the Controller's Office ( disbmt@rice.edu ) to determine the correct account number to use on the Web Departmental Deposit.

If you receive a check that should be recorded to an R fund, either as revenue or as a credit to expense, contact Research Accounting ( rchacctg@rice.edu ) for assistance.

 

Special note regarding Procedures:  

Reviews:  Internal auditors may include a review of cash handling procedures and practices in any departmental audit. Transaction analysts from the Controller's Office may also inquire about cash handling procedures and review practices in the course of their transaction reviews.

Additional assistance:  If you have questions, concerns or need help to address an unusual situation, contact the Cashier's Office at ext. 4946, the Controller's Office at ext. 2478 or the Internal Audit Office at ext. 6312.

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Procedures for Handling Credit and Debit Card Receipts 

Rice University receives credit and debit card payments for donations and for the purchase of goods and services. When a card transaction is made, the department’s merchant ID and the cardholder information are sent to the credit card company through a gateway provider. Once the transaction is complete, the credit card company deposits the payment in the Rice University bank account. These funds are distributed to the fund, org and account specified by the department on the credit card deposit voucher. It is the department’s responsibility to reconcile their transactions monthly to make sure that credit card payments are appropriately credited.

Departments accepting credit or debit card payments must also comply with the data security standards of the Payment Card Industry (PCI-DSS). The university procedures related to data security standards are available on the web at:  https://professor.rice.edu/Template_CreditCard.aspx?id=2147483760. Individual departmental procedures required with the annual Self-Assessment Questionnaire (SAQ) must meet the requirements of both that university procedure and this university procedure.

All faculty, staff, students, organizations and individuals who handle credit and debit card receipts at Rice must follow the procedures described below. The University Cashier is available to answer questions or to provide assistance.

Definition 

Credit and debit card receipts include settlement tapes, merchant duplicate receipts, reports, electronic data and any other instance where cardholder data, in full or partial, may be displayed.

Responsibility 

The Treasurer’s Office, with the assistance of the Credit Card Committee when necessary, is responsible for granting approval to departments to accept credit and debit card transactions.

The Cashier’s Office is responsible for processing and depositing credit card receipts and for providing guidance on handling credit card receipts. This includes processing the WebApps Credit Card Deposit Vouchers (CCDV), monitoring TouchNet Payment Gateway credit and debit activity and providing training for department staff on CCDVs.

Web Services creates, administers and maintains TouchNet Marketplace sites used to process departmental credit and debit card transactions.

Each department that processes credit card receipts has the responsibility to establish appropriate controls to insure that credit card receipts are deposited properly and promptly. These responsibilities include monitoring credit card receipts handling, reconciling amounts received to amounts deposited and segregating these duties effectively. The department chair/head or student organization sponsor insures that: 

  1. Credit card receipt procedures are established that comply with these guidelines;
  2. Receipts are deposited promptly into the correct university fund, org and account;
  3. The amount recorded in the university’s financial accounting system agrees with the amount received;
  4. No one individual can process credit card payments, make deposits and reconcile the actual receipts to the deposits in the financial accounting system;
  5. New staff who handle credit card receipts are trained properly; and
  6. Established procedures are reviewed periodically to ensure they function effectively.

Departments with receipts not accepted through the TouchNet Payment Gateway (TPG) are responsible for:

  1. Sending or delivering all credit card receipts to the University Cashier promptly, i.e., no later than the business day after the credit card activity is received. Attach an online Credit Card Deposit Voucher form created in WebApps (see attached for preparing deposits online), which contains the information needed to credit the receipts to the correct fund/org/account. Also attach a copy of the settlement, including a summary of payments by card type.
  2. Delivering all credit card receipts to the Cashier’s Office during normal business hours (currently 11 am to 3 pm). If the Cashier’s Office is closed, secure the receipts as described in item 3 below and make the deposit the next business day.
  3. Safely and securely storing all credit card information whether printed or digital. It is confidential personally identifiable information (PII) and procedures must meet the University’s requirements for using and storing PII. Access to such information must be limited and closely scrutinized. (For more information on proper security procedures, see the university policy on Protection of PII at http://professor.rice.edu/uploadedFiles/Professor/Independent_Pages/Policies/Policy808.pdf or visit http://creditcards.rice.edu)
  4. Reconciling, at least monthly, department revenue recorded in Banner to file copies of cash and credit card deposit vouchers to ensure that all revenue was properly recorded.

Departments with receipts accepted through the TPG are responsible for:

  1. Reconciling, at least monthly, department revenue recorded in Banner to file copies of cash and credit card deposit vouchers to ensure that all revenue was properly recorded.
  2. The TPG is configured to automatically settle all credit and debit card activity at approximately 3 pm each day. The department should not send any credit or debit card receipts processed through the TPG to the Cashier’s Office. Questions about payments processed through the TPG may be addressed to either the Cashier’s Office or WebServices.

Click to download this procedure as a pdf document. 

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Procedures for Payments to Rice via Wire Transfer or Automated Clearinghouse (ACH)

Successfully processing wire transfers and ACH payments depends on Departmental Administrators, the Treasurer’s Office, the Cashier’s Office, Investment Accounting, Research and Cost Accounting, Resource Development and Current Funds Accounting working closely together and performing their responsibilities in a timely and cooperative manner.

 

These procedures should be followed to ensure payments to Rice University are promptly credited to the proper fund, organization and account codes. They are particularly crucial for payments made via Wire Transfer or Automated Clearinghouse (ACH). They do not apply to students making payments on their accounts in the Cashier’s Office. For information related to that process, please contact the Cashier’s Office at 713-348-4946 or cashier@rice.edu.

 

Differences between Wire Transfers and ACH Payments 

 

Wire Transfers and ACH Payments are two different methods of making electronic payments. Wire Transfers are typically initiated when a payor contacts his or her bank, provides Rice University’s wire transfer instructions and agrees to pay the required fees. ACH Payments may require Rice to agree to accept the transaction by signing an authorization form provided by the payor. Bank instructions for each are similar but not identical. It is important to reach as specific an agreement as possible with the payor concerning the method of payment, the bank instructions to be used and the information to include with each transaction.

 

Rice only accepts ACH Payments made from US banks in US Dollars. Wire Transfers may be made from banks all over the world. Non-US banks will require the Swift Code shown on the Invoice and Payment Instructions templates or available from the Treasurer’s Office. Payments should be requested in US Dollars whenever possible. Payments made in a foreign currency may incur exchange fees that reduce the total amount collected.

 

For additional assistance with electronic payments, including determining the preferred method, contact Cindy Melton in the Treasurer’s Office at 713-348-3914 or Cindy.Melton@rice.edu.

 

For questions about the status of expected payments to Rice, please contact the Cashier’s Office.

 

Processing Payments 

 

The proper identification of the Rice Department for whom the payment is intended is key to ensuring the payment is credited to the appropriate location.

 

The preferred method to make the proper information available when Rice is requesting payment is: 

 

  1. Provide a reference number 

Provide the payor, as circumstances require, either an Invoice or Payment Instructions form with an Invoice or Reference Number prominently displayed. The form should request the payor show the Invoice Number or Reference Number at the beginning of the transmission reference or description field. This number allows the payment to be matched to the form that requested it. Sample forms are available on the Controller’s Office web site.

The recommended Invoice Number or Reference Number begins with the Mailstop Number (including the MS) and ends with a unique stream of numbers that will aid in identifying and monitoring the invoice and preventing duplicate Invoice Numbers. An example of the recommended format is: “MS55120601” where “MS55” is the Mailstop Number, “12” is the year the document is prepared, “06” is the month the document is prepared and “01” signifies the first invoice of the month). When following this format, do not omit the Mailstop Number. It is critical for identifying the responsible department.

Other forms that display a unique Invoice or Reference Number and current payment instructions are acceptable. For questions about the form being used, please email a sample to wires_ach@rice.edu. 

  1. Provide payment instructions
  2. a. Checks should be made payable to Rice University. The mailing address shown on the invoice or payment instructions should be the Department that prepared it. The Cashier’s Office “Procedure for Handling Cash Receipts” should be followed when the check is received.
    b. Contact the Treasurer’s Office for instructions for payments to be sent via Wire Transfer or ACH.

IMPORTANT:  Please check regularly to ensure current banking information is used. Departments with established payment relationships will be notified if there is a change in banking information. For questions about payment instructions, please contact the Treasurer’s Office.

  1. Notify wires_ach@rice.edu 

Once a payment has been requested, scheduled or made, please notify wires_ach@rice.edu that the payment is expected. This notification should include a copy of supporting documents (such as the invoice) and the FOAPAL code where the payment should be credited.

  1. For any other questions, email wires_ach@rice.edu.

 

When Rice is expecting payment but did not submit a request, please email wires_ach@rice.edu as soon as the payor provides notice that the payment has been made. This email should include payor’s name, payment date, amount of payment, reference number (if known) and copies of relevant documents.  

 

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Training to Departments for Handling Cash Receipts

If additional training is needed after reviewing the Procedure for Handling Cash Receipts , please contact the Cashier's Office for an appointment at cashier@rice.edu or (713) 348-4946.

Individual or group training is available.

Thank you and we look forward to working with you.

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Departmental Deposits (Checks and Cash)

Web Departmental Deposits are for those departments that receive checks (personal checks, cashier's checks, money orders, traveler's checks, and other similar items) and currency (bills and coins) in payment of amounts owed to Rice University.   The departmental deposits made through the electronic software platform, TouchNet® , and the revenue is applied to Banner Funds and Accounts.  

When the user enters information onto the form in TouchNet
® , the data is being entered directly into Banner.  Upon receipt of the paper copy of the Deposit Successful screen, applicable cash/checks and documentation, it is reviewed by the Cashier's Office and the transaction is finalized in Banner in order for the deposit to post to your account.  PLEASE NOTE: ANY DEPOSITS ENTERED IN TOUCHNET AND NOT BROUGHT TO THE CASHIER'S OFFICE WITHIN 30 DAYS WILL BE CANCELLED. For access to this online process, an individual must be trained and have appropriate Banner security access. 

  

Date(s)/ Time(s): Contact Natacha Iton to schedule training, ext. 2687 or natacha.iton@rice.edu 

Location: Allen Center, Room 110 

 

 

   

 

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Credit Card Deposit Voucher Instructions

The Credit Card Deposit Voucher (CCDV) is used to post credit card revenue to the appropriate revenue account in Banner.

This form is completed online. It is listed under the Web Entry section of the Finance tab in Web Apps.

Clicking the Credit Card Deposit Voucher link will bring up a list of existing CCDVs. A new CCDV may be created at the top. NOTE:  before you create a CCDV, be sure that you have completed the settlement process and that the amount settled is equal to the amount of activity to be recorded.

The settlement process entails printing reports that show the amounts settled by card type and the date of the settlements.  

Swipe Machine Transactions - If you use a swipe machine you will print your reports from the swipe machine. The reports should consist of: 

a Detailed Report which shows individual transactions 

a Totals Report which shows totals by card type 

a Settlement Report which shows the settled amount and date 

Online Transactions – if you do not use a swipe machine and all of your transactions are online you will need to print the Batch Summary or Settlement report from the Paymentech website and American Express website. 

Paymentech login website: Click Here 

American Express login website: Click Here 

NOTE: if you do not have access to log into Paymentech or American Express, please contact the Treasury and Ops Manager in the Rice VP for Investments/Treasurer office. 

To create a new CCDV, input a Description and a Settlement Total (you can change either of these on the next screen, if needed). Then click the “New CCDV” button. NOTE: if refunds are greater than sales, the total settlement will be a negative amount. Enter the amount with a negative (-) sign in the Settlement Total section.

On the CCDV entry screen, you can change the Description or the Total by clicking the Change button, making changes and clicking “Save”. The Settlement Total must be equal to the total of the Distribution listed on the CCDV. NOTE:  complete a new CCDV for each settlement. There can be only one settlement per CCDV.

Dept Name:  Enter the department name

Settlement Date:  Enter the date of the settlement in mm/dd/yyyy format. Be sure it is the actual date of the settlement. The actual date should be listed on the settlement tape or report provided by your credit card software.

Card Type:  There are two options under card type. This entry must agree with the way the processor transmits transactions to the bank. Currently, all Visa, MasterCard and Discover (V/MC/D) transactions are transmitted as one entry per settlement. American Express (AMEX) is a separate entry. If there are both American Express and one or more of the others, there must be two lines in this section. One line will contain the total for all V/MC/D. The other line will contain the total for AMEX.

New Sales Amount/Net Refund Amount:  Enter the Net Sales Amount. The Net Sales Amount should include any refunds made. If refunds are greater than sales, enter the total under the Net Refund Amount. You cannot enter these separately in this section.

Click the Add button once a line is completed. NOTE:  It is possible to Change/Delete a line after it is entered but before it is Submitted.

Distribution:  Revenue can be distributed to as many funds, orgs or accounts as necessary. The total distribution(s) must match the total of the settlement. If any revenue is for Development, please enter it on the pre-populated line (Z00001 10530 -- to Development). As each line is completed, click the Add button. As before, it is possible to Change/Delete a line after it is completed, if needed. In this section, you may enter Refunds and Sales separately or added together as you prefer.

Enter additional information in the text section, if desired. This entry is strictly optional.

When the total of each section (Settlement Total, Totals by Card Type, and Distribution) are equal, then the Submit to Cashier button will display at the bottom. If this button is not visible, the totals in each section are not equal to each other.

Once the entire CCDV is complete, and it has been reviewed and is accurate, click the Submit to Cashier button.

An email is sent stating that the CCDV has been transmitted to the Cashier’s Office for processing. However, it cannot be completed without a copy of the CCDV and the settlement information including the date, card type, and amounts.

Click Back to CCDV Entry Button. The new CCDV will be listed.

Click the View/Print Document button to display the document.

Click the Printable Version button to print copies of the document.

Attach the settlement information to a copy of the CCDV and send or deliver to the Cashier’s Office. The Cashier’s Office cannot process the entry without a copy of the CCDV and the settlement tape or report including the date, card type, and amounts.  

NOTE:  If a CCDV must be cancelled, send an email to cashier@rice.edu or call the Cashier’s Office (x4946) for assistance.

Click to download these instructions as a pdf document. 

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Training to Departments for Credit Card Deposit Vouchers

Credit Card Deposits are processed over the Web! The user must have access to Banner Web Apps through the Administrative Systems Office .

Anyone using the online Credit Card Deposit form must complete training through the Cashier's Office. Please contact Lydia Gonzales at lydia.gonzales@rice.edu or ext. 2365 for more information.

 

 

                                                                                                                                

 

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Managing an Annual Petty Cash Fund

Departments may be issued an Annual Petty Cash Fund. An Annual Petty Cash Request Form must be completed each new fiscal year and the fund must be counted at the end of each Fiscal Year by the Cashier's Office as an audit control.

 

Any time it is determined that cash is missing from the fund (cash shortage), the person administering the fund must provide a written explanation to the Cashier’s Office detailing the amount of the shortage, the Fund and Organization Codes where the expense should be charged and the reason for the shortage. If it is suspected that the shortage is due to theft or other illegal activity, contact RUPD immediately. A copy of the police report should be sent to the Cashier’s Office as soon as possible.

 

Any time it is determined that there is excess cash in the fund (cash overage), the person administering the fund must provide a written explanation to the Cashier’s Office of the reason for the overage and deposit the cash in a departmental Fund as Miscellaneous Revenue (59310).

  
 

 

 

The person authorizing the Petty Cash Fund must be a Department Head and have signature authority on the fund, org, and accounts listed. Additional approval may be needed, depending on the amount of petty cash requested.

 

The person receiving the funds must present their Rice ID and must be the person assigned to administer the funds.

 

 

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Petty Cash Reimbursements

The Cashier's Office processes Petty Cash Reimbursements using the following form: