1. Cash Handling - All monies received by University departments must be receipted by cash register, University of Florida Uniform Cash Receipt, or check log, and prepared for deposit into an authorized depository account for the University. All checks must be made payable to the University of Florida and must be drawn on a United States bank in US dollars. Checks must be restrictively endorsed immediately upon receipt. Any exceptions must be approved by the University Controller.

2. Mail Logs - If checks are received through the mail, a check log should be prepared by the person opening the mail. Uniform Cash Receipts may be used in lieu of a check log when checks are received infrequently. In such instances the Uniform Cash Receipt must be prepared as the mail is opened. If a check log is utilized, it must be constructed and maintained as each check is received. The check log should provide the check date, number, amount, and the payer.

3. Check Endorsement - All checks must be restrictively endorsed immediately upon receipt. Departments may order their own stamps. The following format should be used when ordering an endorsement stamp:

   For Deposit Only
   Wachovia Bank
   University of Florida
   Board of Trustees
   Department Name (Department ID number optional)
   

   Each check must be restrictively endorsed with this stamp and recorded appropriately. This includes endorsements by any individuals also named as payee on the check. If the check is made payable to an individual, that person must endorse the back of the check first with "Make payable to UF", and then the check should be restrictively endorsed with the UF stamp. Questions concerning endorsements should be addressed to the University Cashier Office at 352-392-0185.

4. Use of Uniform Cash Receipts:

   1. Issuance of Receipts - Uniform Cash Receipt forms must be issued when cash or checks are received in person, except where a validated receipt or cash register receipt is issued. Uniform Cash Receipts may be obtained from the Office of Accounting Controls, S-110 Criser Hall, 352-392-2441.

      1. The Uniform Cash Receipt need not be used in areas where the current system of cash receipts has been approved by the Controller's Office.
      2. If your department is using large quantities of Uniform Cash Receipts on a regular basis, a review should be performed to determine whether or not a cash register computer or other mechanical validating device should be used instead of the Uniform Cash Receipts Form.
          

   2. Distribution of Receipts follows:

      1. The payer copy is distributed to the payer. Void payer copies should be attached behind the Accounting Controls copy.

      2. The University Cashier - The deposit copy must be submitted attached to the appropriate deposit, including any voided receipts, to the University Cashier at S-113 Criser Hall with the "Deposit Transmittal Form," unless an alternative method has been approved. The "Support Documentation for Deposit Transmittals" form must also be attached. The department is responsible for a full and comprehensive disclosure of pertinent information concerning the deposit. The information to be provided with each Deposit Transmittal should include:

         • The numbers of all Uniform Cash Receipts being submitted, along with the date(s) of the receipts. Voided cash receipts are to be specifically identified.
         • Full information to disclose and identify specific pages of any receipt log(s) being utilized by the depositing department.
         • Disclose all other data necessary for proper identification relative to the department's records.
            

      3. The Office of Accounting Controls copy must be remitted to the Office of Accounting Controls, including any void receipts, on the same day the remittance is made to the University Cashier for deposit. Send these copies to the Office of Accounting Controls, S-110 Criser Hall.

      4. The department copy, including voided department copies, must be retained with departmental records and a copy of the Support Documentation for Deposit Transmittal. All voided copies of Uniform Cash Receipt Forms are to be distributed to the appropriate areas along with the copies of forms that were issued.

   3. Return of Unused Receipts - Anytime it is determined Uniform Cash Receipts will no longer be used by your department, unused forms should be returned in person to Accounting Controls, Room S-110 Criser Hall.

   4. Any questions regarding the Uniform Cash Receipt directives and procedures should be directed to the Office of Accounting Controls, telephone 352-392-2441, for clarification.

5. Cash Registers - Accounting Controls must be notified, in advance, whenever a cash register is removed or installed so that proper disposition of locked-in totals and reset keys is made. Call Accounting Controls at 352-392-2441.

6. Cash Movement and Deposit Procedures

   1. Remission of Deposits to University Cashier - University of Florida departments should remit all cash or check collections to the University Cashier at Criser Hall for deposit into the University bank account no less frequently than weekly. Whenever collections exceed $500 they must be deposited within one business day to the University Cashier. Should collections include credit card or debit/ATM card payments, a deposit should be made by the next business day. The only exception to the general policy is that all collections are to be deposited at fiscal year-end regardless of amount.

   2. Movement of Funds:

      1. Deposits - Deposits should not be sent through the campus mail system. Deposits may be dropped in the 24 hour depository located outside the Cashier Office at Criser Hall. Departments may hand deliver their deposits to the University Cashiers, S113 Criser Hall, between 8:30 AM and 10:30 AM, Monday through Friday. An armored car service is also available; however there is a charge for this service. For information on the armored card service contact the University Cashier at 352-392-0185.

      2. Cash - Departments will ensure that adequate protection is provided whenever cash is moved between buildings; locked bags will be utilized for the transporting of paper and coin currency. Lockable bags may be purchased by contacting the University Cashier. Each department is responsible for conveyance of their collections to the University Cashier.

      3. Special Situations - Large concerts and other productions should make security arrangements directly with the University Police, 352-392-1111, and University Cashier, 352-392-0185 for movements of cash.