CASH CONTROL POLICY

Section 8.00.01 – AUXILIARY SERVICES CASH CONTROL POLICY

All Auxiliary Services units adhere to Policies and Guidelines adopted by GCSU for Cash Handling and Cash Management. These policies can be found at the following links:

GCSU Cash Management Policy: http://info.gcsu.edu/intranet/bus_fin/4_fiscalServices.html

GCSU Cash Handling Policy: http://www.gcsu.edu/businessoffice

Specific Cash Handling Policies for each unit can be found in the sections that follow.

Section 8.00.02 – ADMINISTRATIVE OFFICE CASH CONTROL POLICY

Commission, Contract Payments, Support/Maintenance Checks

Checks are received from Sodexo (Dining Services contractor), Follett (Bookstore contractor), Canteen (Snack and Beverage contractor), and Mac Gray (Laundry Services contractor). When these checks are received, the following steps are taken:

Checks are endorsed with the "For Deposit Only, GCSU" stamp.

Each check is listed on a transmittal form and delivered to the business office within one business day of receipt. The Administrative Manager of Auxiliary Services verifies and signs the transmittal form and it is delivered to the Business Office by the student assistant.

Each check is posted in a check log kept by the Administrative Manager.

Snack/Beverage Refunds

Periodically, individuals will lose money in one of the snack/beverage machines across campus. Canteen, the snack/beverage contractor provides Petty Cash money to administer refunds for these losses. The following procedures are followed when refunds are issued:

A refund slip that includes customer name and contact information, amount of money lost, type of machine, location of machine, and machine number is completed. Refund money is put in a small envelope and attached to the refund slip. The slip and money are kept in a locked drawer. The customer is advised that all refunds must be picked up in person at the Auxiliary Services office.

The customer is required to sign a refund slip verifying receipt of the money.

The refund slip is logged on a spreadsheet kept by the Administrative Manager.

Each refund slip is kept for two years from the date the refund was issued.

Periodically, the Petty Cash refund money is balanced and reconciled with the vendor.

AUXILIARY SERVICES

GCSU BOOKSTORE