1. It is recognized that no one control model effectively or efficiently fits the needs of all cash collection areas. However, there are certain standard control procedures that are expected to be in place, unless there is a demonstrated and justifiable reason for not doing so. In such cases, there would be an expectation that alternative or compensating control procedures be put in place. The standard control procedures generally expected to be established for each University department are as follows:

   1. For collections not received through the mail, but rather in person, it is expected that proper receipting devices, such as, cash registers, cashiering terminals or University Uniform Cash Receipts, be used to receipt funds at the initial point of collection and that all customers be provided with a receipt or cash register tape. Cash registers should have appropriate control features and the operator should not have the ability to reset totals. The Office of Accounting Controls should be consulted about the control features of any planned cash register purchases. For more information see the "Cash Registers" Section in these directives.

   2. An employee with no cash handling responsibilities (who does not collect or deposit funds) should ensure that all funds receipted for have been properly deposited and recorded. This separation of duties is essential to an effective control process. Generally, the individual that provides this check and balance is someone with the accounting responsibility.

   3. Collections received through the mail should be receipted or logged and restrictively endorsed at the earliest point in the collection process. These receipts or logs should subsequently be compared with the deposit and collections recorded.

   4. Persons with the responsibility for maintaining and billing accounts receivable should not be given responsibility for collecting payments.

   5. Different employees should not work simultaneously out of the same cash drawer. Whenever funds are transferred among employees responsibility should be fixed through some receipting mechanism.

   6. Cash collections, petty cash and change funds should be adequately secured at all times. Cash drawers should be locked when a cashier must be away from his or her workstation. Safe combinations should be changed whenever staffing changes occur among those that know the combination.

   7. Persons with assigned cash handling responsibilities should be given clear written procedures regarding their responsibilities with regard to the handling and control of cash collections or change funds. It should be made absolutely clear to such individuals that personal loans or the cashing of personal checks from cash collections, petty cash or change funds is prohibited. At a minimum, persons handling cash should be required to read these cash handling procedures and sign a copy acknowledging that they have read and understand them. Police background checks should be performed on any new employees who will have significant cash handling responsibilities. This should be coordinated through Human Resources. (http://www.hr.ufl.edu/forms/managers/backgroundreq.pdf)