Internal Audit and Advisory Services

UCSC Campus Controller's Office - Cash Handling

Additional information on cash handling and University financial controls and accountability can be found here:http://financial.ucsc.edu/Pages/Cash_Main.aspx

Basic Cash Control online training: finaff.ucsc.edu/CashTrain/

UC Business and Finance Bulletins - ucop.edu/ucophome/policies/bfb/bus49.html

Campus Controllers Office - http://financial.ucsc.edu/Pages/default.aspx

UCSC Cash Handling Equipment Requirements

All UCSC cash handling equipment, including cash registers and Point of Sale Systems must meet minimum requirements. The basic requirements are listed below, but you are encouraged to consult with the experts on specific issues to assure your system is in compliance with University requirements and good business practices. The resources available include the Campus Cash Handling Coordinator, Internal Audit, the Main Cashiers Office, and ITS Security. If you need advise or approval of cash registers you should contact the Main Cashiers Office and/or the Campus Cash Handling Coordinator. If you are bringing up a new Point of Sale System you should contact Internal Audit and ITS Security for advice. All Cash Registers and Point of Sale Systems must meet the following requirements:

1. Transactions shall be controlled by unique consecutive numbers generated automatically and recorded with each transaction, as well as imprinted on the customer receipt. Any break in numerical sequence of bank deposit slip numbers must be investigated and explained with the deposit.
2. The numbering mechanism that provides consecutive transaction number control shall not be accessible to cash handling employees.
3. Voids and refunds shall be controlled by a supervisor.
4. A cash receipt shall be produced for each customer.
5. A journal tape, or the electronic equivalent, must record all transactions and a journal tape or computer report listing all consecutive transaction numbers must be attached to the deposit.
6. Each cashier must be provided with a separate lockable cash drawer or compartment to which only that cashier has access.
7. All cash recording equipment shall have a specific feature for machine validation for cash related documents, e.g. any proof of payment documents.
8. A unique identifier that is not accessible to other people shall be assigned to each cashier.
9. All cash recording equipment should provide automatic sales tax computations.
10. All cash recording equipment or methods of transporting cash should be approved by the Campus Cash Handling Coordinator.

Ticket Sales

Ticket Office: Ticketing Policies & General Information
ticketoffice.ucsc.edu/policies.html
 
Student Policies and Regulations Handbook
www2.ucsc.edu/judicial/handbook06-07/handbook_06.pdf
 
Note: There are specific guidelines for events held in the Performing Arts complex. Please follow the link above to the Student Policies and Regulations Handbook (section 42.34 Section C) for more information.
 
SOAR: Student Organizations charging admission
soar.ucsc.edu/forms/Cash_Box_Request_Form.pdf