To: Dr. Kathryn Peek, Interim Director, Opt Student Affairs

Students Affairs Staff

Date: August 1997

Re: Cash Handling-Student Affairs Policy and Procedures

Receipt, Custody and Deposit of University Funds (222409)

The College of Optometry’s Student Affairs Office receives payments for student application fees. It is the responsibility of the UHCO employees to secure and account for the University monetary assets and prevent any loss of funds. All funds must be forwarded to the Opt Business Office for posting to cash register within 24 hours. This policy will be reviewed yearly and/or revised as needed.

• Cash receipts are entered into an electronic log.
• Receipts must be given to students who pay in person. The issuance of a receipt is available from Optometry Business Office’s cash register.
• Checks must be made out to the University of Houston. The Master Check List is reviewed when accepting check payments. Check is not accepted if applicant is named on Check List. Accepted checks are immediately endorsed. Two pieces of picture identification are required and check writer’s social security number, and driver’s license number are required on the face of the check. Copies of checks are made for student record file.
• The checks and receipts must be forwarded to the Business Office for posting to the register within twenty-four (24) hours.
• The Business Office must balance and deposit the receipts, using a GCR, within MAPP time limits. In between cash register reconciliation, funds must be locked in the cash register and secured within the high-security Business Office area. See Business Office section for further process.
• An Opt Business Office Financial Asst reconciles the GCR’s to the Financial Reporting System (FRS) on a monthly basis.
• Any discrepancies are researched and resolved.
• The College Business Administrator, Mary Juarez, reviews and signs UH account reconciliations.

Dean Jerald W. Strickland Mary A. Juarez, College Business Admin