Process summary
Receive cash (non donations)
- Where possible issue a receipt and log (e.g. via spreadsheet or duplicate copies).
- Cash received must be stored securely (amounts over £500 must be in a safe).
- Cash should be reconciled against the receipts – frequency will depend on volumes involved per day/week/month.
- More than one person should ideally count cash to be banked.
- Complete the Deposit form for Banking
(27kb),
retaining the green copy. - Bag and store cash prior to collection.
Receive donations
- The contents of donation boxes should be checked/counted regularly by two people at the same time.
- As above, cash must be stored securely.
- Notes and coins donations (including those collected in donation boxes) should be prepared for banking as above.
- A Deposit form for banking of donations
(49kb) should be completed for all donations
(unless the money is received through the University Development
Office), and put with the donation into a purple Gift Registry envelope
before being sent to Cashiers.
Prepare for banking (collect cash)
- Where cash is received on an ad hoc basis, ie, is not collected on a scheduled basis, contact should be made with the Cashiers office to agree a suitable time for collection.
- The carrier must show you appropriate authorisation and will issue a receipt when collecting cash bags from you.
- The blue copy of the Deposit Form for Banking and/or Donations Banking Deposit form should be returned by the Cashiers team to your department within 3 days.
Reconcile and check cash records
Cashiers will carry out reconciliation and contact the department with any issues. Meanwhile within the department you should:
- Check that the blue and green banking forms reconcile.
- Carry out a sample check of receipts on Oracle Financials.