Many individuals and departments accept cash (either checks or dollars and cents) from individuals in return for various university products or services. Any departmental representative who accepts cash must acknowledge the receipt of that cash in the name of The University of Texas Health Science Center at Houston and must deposit cash with a university cashier within twenty-four hours of the time cash is received. Anyone who accepts cash or a check that is a gift to the university must comply with university policies involving accepting and acknowledging gifts. (Refer to 10.10 Receiving, Accepting, and Processing Giftsand 10.11 Acknowledging Gifts.)
Departments that receive cash must establish and document their departmental procedures for handling cash. All such departments must indicate receipt of cash by providing the customer or client with a paper receipt. All such receipts should be numbered and must include the name of the person tendering the cash, the date the cash was received, the amount tendered, and the name of the departmental representative who accepted the cash. The department must maintain at least one file copy of the receipt. If the department accepts checks in lieu of cash, the department must also maintain a check log. All checks received must be restrictively endorsed to The University of Texas Health Science Center at Houston. Cash must be kept in a secure location during the work day and should be deposited with a university cashier by the end of the working day it was received; however, if this is not practical, the cash must be secured overnight in an authorized safe and deposited within twenty-four hours of receipt.
At the time of deposit, the department must prepare the cash (and checks) for deposit into a specified university account with a university cashier. The departmental representative must complete a UTHSC-H deposit slip and enter a cash receipt transaction into the university's financial information system (TUFIMS) before proffering the deposit to the cashier. These deposits should not be sent through the mail, but should be personally delivered to the cashier.
The Office of Accounting provides a daily pick-up of cash receipts from all UTHSC-H cashier locations in the Texas Medical Center area. Each location is responsible for counting the total receipts, which are submitted in an appropriate envelope to an Accounts Receivable representative. This envelope contains the cash receipts; appropriate support, including adding machine tapes and/or deposit summaries; and proper account distribution information.
The Accounts Receivable representative will sign a transmittal for the cash receipt envelope received and leave the transmittal with the cashier who has surrendered the cash receipts. An armed UT Police escort accompanies the Accounts Receivable person on the daily pick-up.
Updated 8/95