Section 8.07 – UNIVERSITY HOUSING
Section 8.07.01 - GENERAL
Auxiliary Services is charged with overseeing all financial aspects of University Housing including adherence to Board of Regents Policies and generally accepted accounting principles. This oversight function also includes formulating and implementing sound financial policies and strategic plans for the sustainability of housing facilities and responsible use of all University Housing resources.
Section 8.05.02 - CASH CONTROL POLICY
Deposits & Application Fees
Payments are occasionally received through the mail and in person. Receipts are written from the proper receipt book. The original receipt is given to the student when paying in person. The original receipt is filed when payment is received by mail. A financial transmittal is prepared and submitted to the Business Office with all monies and the yellow copy of receipts. A copy of the transmittal is kept in the transmittal book with a copy of the receipt from the Business Office.
Break Housing & Guest Housing
Receipt is written from proper receipt book and original given to student. A financial transmittal is prepared and original submitted to business office with all monies and yellow copy of receipts. Transmittal copy is kept in transmittal book with copy of receipt from business office.
Some payments for summer camps are received through the mail. Checks are forwarded to the Auxiliary Services accountant to be deposited. The checks are forwarded to the Business Office with the proper detail code and deposited. A log of checks received and deposited is kept in the Auxiliary Services office.
Food for Thought
In transition as of December 2009 – new procedures are being established.
Social dues are paid primarily online with credit card via TouchNet. Residents who cannot pay online with a debit or credit card are allowed to pay in person at the housing central office. A receipt is written from the proper receipt book and the original receipt is given to the resident. A financial transmittal is prepared for all social dues payments and submitted to the business office. A copy of the transmittal and business office receipt are given to the Assistant Director for Residence Education.
Programming Funds (for Community Advisors)
Petty Cash funds are maintained by the petty cash custodian (currently the Administrative Assistant/Bookkeeper) and are kept in the University Housing safe. Each Community Director and building has a cash limit per semester to spend on program for their residents. CAs submit programs through an online programming database and are approved by their Community Director. Each program is processed individually. The requested amount of petty cash is taken from the safe and placed in an envelope with a temporary cash voucher documenting the transaction. The CA or Community Director completes and signs the voucher before the money is released. The voucher is maintained in a binder until the receipt and change are returned after supplies have been purchased. A petty cash reimbursement request form is completed for all returned temporary cash vouchers and submitted with original receipts. This form requires signature of the petty cash custodian, the Executive Director of University Housing, and Purchasing. It is then submitted to Accounting for processing to reimburse University Housing for the total funds to maintain the current petty cash programming funds of $3,000.