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California State University, Long BeachCalifornia State University, Long Beach

CASH HANDLING POLICY

Objective

It is the policy of the California State University (CSU ICSUAM 6330.00), to institute controls and procedures to ensure the physical security of cash and cash equivalents (checks), maximize the use of funds, accurately record receipts, ensure the reliability of financial data, and authorize employees to handle incoming cash and cash equivalents.

  1. Maintain accountability by keeping a listing of all approved Main Cashiering and Satellite Cashier departments.
  2. Ensure appropriate segregation of duties.
  3. Ensure individuals who handle cash are protected from physical harm.
  4. Ensure the physical protection or cash and cash equivalents.

Procedures

  1. Accountability
    1. The Director of Student Financial Services, or designee, will have the authority to designate official university “Satellite Cashier” or “Other Cash Handling” departments. An authorized Satellite Cashier will have a current completed signed Cash Handling Procedure Form on file with Main Cashiering. Their designee will maintain an up to date listing of departments designated as Main Cashiering and Satellite Cashier, and a listing of their employees who handle university cash or cash equivalents.
    2. Employees of Main Cashiering and Satellite Cashier with direct access to or control over cash and cash equivalents are subject to background checks in accordance with HR2015-08 or its successor.
    3. A unique user ID, login, and password must be provided to each employee using CashNet or other Point of Sale systems.
  2. Segregation of Duties
    1. No single individual is responsible for the collection, handling, depositing and accounting for cash and cash equivalents received by the unit.
    2. At least two authorized individuals must be assigned to carry out key duties of the handling process.
  3. Main and Satellite Cashiering
    1. An official CSULB cash receipt shall be recorded for each transaction and a copy provided to the payers. All cash registers and point of sale equipment must produce a receipt controlled by consecutive numbers, generated automatically and recorded with each transaction.
    2. Excess cash, as defined by the unit, must be removed from the cash register drawer throughout the day and transferred to a University approved safe or lockable receptacle.
    3. Each cash handling site should take reasonable precaution to detect counterfeit money prior to acceptance. A counterfeit detector pen shall be used on currency for bills at $50 and $100. If a questionable bill is received, the unit should retain possession of the bill, contact police immediately and keep a record of the transaction/payee until the uncertainty is resolved.
    4. Each user shall be assigned a unique user ID, login, password to the point of sale equipment, and cash fund not accessible by or shared with other individuals. The department manager must provide a cash register drawer or other secure cash receptacle to which only the user has access.
    5. As part of normal operations throughout the day, the user will accumulate receipts from sales. All cash registers and point of sale equipment must produce an end-of-day report total for verification to cash and cash equivalents collected. Reconciliation must be reviewed and verified by someone (supervisor or designee) other than the cashier responsible for the collections.
    6. Receipt of cash and cash equivalents must be verified, processed, and documented conjointly by at least two (2) employees before a bank deposit is finalized or change in custodian occurs.
    7. No foreign currency or foreign checks are to be accepted; only US currency shall be accepted.
    8. At the close of business, all cash and cash equivalents must be secured and stored in accordance with the requirements as noted in Section 10 below. Documentation of cash differences (overages and shortages) must be maintained for each user and reviewed by the appropriate supervisor.
    9. Voids and reversals of a prior cash or cash equivalent receipt must be supported by all copies of the documents involved, and approved with a signature by the cashier’s supervisor at the time of the occurrence and submitted with the deposit supporting documentation.
    10. Safe and/or vault combinations and keys to cash registers and receptacles is given only to authorized employees. Documentation must be maintained showing those authorized employees who have access to combinations and/or keys, including his/her date assigned. Combinations must be changed when an employee leaves the Cash Handling Unit or once every 3 years and documented.
  4. Main Cashiering (Only)
    1. The Main Cashier shall deposit at the bank no later than the next business day of receipt. Cash and/or cash equivalents are to be deposited either physically and/or electronically.
  5. Satellite Cashiers (Only)
    1. All university designated Satellite Cashiers must deposit cash or cash equivalents to the Main Cashier, or bank, whenever cash exceeds $1,000, or cash and cash equivalents accumulatively exceeds $5,000, or within five (5) business days of receipt. Any single cash equivalents in excess of $10,000 or more must be deposited the next day.
    2. A police escort or armored car is required whenever cash exceeds $1,000, or cash and cash equivalents accumulatively exceeds $5,000 (ICSUAM 6330-400C).
  6. Cash Handling Department (This is any area that frequently or infrequently receive funds and preapproved as noted in section A)
    1. Departments receiving checks should have a CSULB/Foundation/49er approved Endorsement Stamp issued by the Main Cashiering.
    2. Immediately upon receipt, checks must be restrictively endorsed with the phrase “for deposit only” and appropriately safeguarded until deposit.
    3. Cash and cash equivalents should be delivered to Main Cashiering along with any related correspondence the same day of receipt.
    4. Deposits should include the following Deposit Transmittal Form. Departmental deposits should have currency sorted by denomination and checks.
  7. All Other Areas – Not Approved for Cash Handling (special event, gifts, donations, etc.)
    1. Cash and cash equivalents should be delivered to Main Cashiering along with any related correspondence the same day of receipt.
    2. Deposits should include the following Deposit Transmittal Form. Departmental deposits should have currency sorted by denomination and checks.
  8. Main Cashier and General Accounting
    1. Cash and cash equivalents collected and reported as deposited are deposited to an approved depository bank account.
    2. The use of personal banking accounts or any other non-authorized bank accounts by CSU employees for the depositing of and/or safekeeping of CSU funds is strictly prohibited.
    3. General ledger recordings/transactions are accurate.
    4. Cash and cash equivalent related accounts shall be frequently reviewed and reconciled with subsidiary records as designated by university.
  9. Requirements of Cash Equivalents “Checks” Received
    1. Should be made out to California State University, Long Beach or some equivalent, but can never be blank.
    2. Must have dating no earlier than 180 days prior to the day of acceptance or no later than the day of acceptance (post-dated).
    3. Must have legible and consistent amounts both in the numeric and written sections.
    4. Must have a proper account holder signature on the signature line.
    5. No two-party checks; checks bearing “Payable/Paid in Full” are not to be accepted.
    6. Student ID’s, when applicable, are to be recorded on checks for student payments.
    7. Checks received in person from the maker should be reviewed at the time of receipt for the required elements. If any of the required elements are not met, the check should be returned to the maker for correction.
    8. Checks received other than in person, should be reviewed for the above, and if any of the required elements are not met, every effort should be made to contact the maker to request a new check be issued or mail the invalid check back to the maker within 5 days.
    9. Unidentified Checks shall be immediately deposited and recorded as ‘un-cleared’. The Cash Handling Unit should put forth a reasonable effort to verify whether or not the check relates to their campus or shall return funds to the payee within 30 days of receipt.
  10. Cash Transactions > $10,000 Notification and Processing
    1. Campus shall report to the IRS all cash transactions exceeding $10,000 (single transaction or accumulated multiple transactions) received in the course of business from the same person (individual, company, corporation, partnership, association, trust, estate) within a 12-month period as per IRS Publication 1544.
  11. Physical Security of Cash, Cash Equivalents and Endorsement Stamps
    1. All forms of cash, cash equivalents and endorsement stamps shall be physically secured through the use of Security Systems, lockable receptacles, vaults, or safes. Generally, any amount of cash that exceeds $1,000 must be maintained in a vault or safe. Amounts under $1,000 should be maintained in a lockable receptacle, $1,001 to $2,500 in a safe and $2,501 to $25,000 in a steel door safe/vault with a door thickness of 1” and wall thickness of no less than ½”. Cash and cash equivalents must not be retained in desk drawers or standard file cabinets since they are easily accessible and provide no security or safeguarding of funds.
    2. If more than $2,500 in cash and cash equivalents are regularly on hand, a manual robbery Security System or other appropriate measure must be installed for use during business hours to alert campus police or local law enforcement in the event of a robbery or other irregularity. If more than $25,000 in cash and cash equivalents are stored overnight, an automated security system is required to alert campus police or local law enforcement if the storage area is entered after business hours.
  12. Credit/ATM Card Processing: Credit/Debit transactions should only be processed using campus approved point-of-sale equipment or website. An “Application for Payment Card Account Acquisition or Change” must be on file. The collection of credit cards for manual processing should be discouraged. Credit Card info is not stored except last four digits, including no CVV#. Any credit card data should be destroyed after processing and the complete credit card number never stored. Standards should be followed as outlined by PCI Data Security Standards.

  13. Training Requirements
    1. Employees assigned cash and cash equivalent related duties shall be trained and must accept their responsibilities. Please visit the Training Website for further information.
    2. Yearly training by Main Cashier must be attended by representatives from each Satellite Cashier for that department to maintain their Satellite Cashier designation.

The CSULB CASH HANDLING POLICY applies to stateside operations and the CSULB Research and 49er Foundations. Cash handling policies for the 49er Shops and ASI/USU are available at the following links:

ASI/USU and Student Organizations Cash Handling Policies
49er Shops Cash Handling Policy

Revised: 06/05/18