The Bursar Office administers the cash handling policies and procedures, including the online cash handling and PCI (Payment Card Industry) certifications. This information has been developed to assist you in the proper compliance with Wisconsin statutory requirements. These procedures must be followed to ensure compliance with state law and the safeguarding of University assets, and to protect you and the University from alleged negligence. If submitting a Petty Cash or Change Fund Action Form for an initial request of funds, you must read the Cash Handling Policy and complete the Fund Custodian Training with a passing score. Recertification should be completed on an annual basis.
Cash Handling Policy and Procedures
Online PCI/Cash Handling Training Program - Cashier/Frontline - for anyone that is handling cash/checks or debit/credit cards within their department or for events; Fund Custodian - for anyone that has a petty cash or change fund authorized by the Controller's office; Manager/Supervisor - for anyone that is supervising Cashiers or Fund Custodians.
Annual cash handling certification is available online for all cash handlers, supervisors, and fund custodians. The online training program consists of three separate assessments, one for each training group. Only one assessment is required based on your cash handling role. Review of the Financial Operations Cash Handling Policy and Procedures, prior to the assessment, will be necessary in order to successfully complete the assessment at 80% or higher. Once an individual receives their certification, recertification must be obtained annually. Special arrangements may be made with Financial Operations for one-on one or departmental training opportunities.
Cash Handling Forms -
Deposit Slip - Funds collected by departments are to be deposited at the Student Financial Services office located in the Student Services Center and must be accompanied by a completed deposit slip.
Memorandum of Understanding (MOU) Form and MOU Example - Before undertaking any new cash handling operation or activity, a department must complete a Cash Handling Unit Memorandum of Understanding for review and approval. Approval of any new activity must be received from the Bursar. Please review the MOU Example for reference of requirements and use the Memorandum of Understanding Form to submit for review and approval.
Petty Cash or Change Fund Action Form - To open or increase a petty cash fund, a Petty Cash or Change Fund Action Form, approved by the department head or business manager, must be submitted for approval to the Bursar's office. The request should state the reason(s) the fund is required and the amount needed for operations. This form should also be used to return/close a fund, decrease the amount of the fund, and to change the Fund Custodian.
Petty Cash Replenishment Form - Petty cash funds should be reconciled and replenished on a monthly basis. Disbursements from your fund may be reimbursed by preparing a Petty Cash Replenishment Form indicating the appropriate GL funding string for each expenditure. Fund variations (over or short) should be fully documented in writing and reported to the Bursar's office.
Cash Handling Supplies - Contact the Bursar's Office for Instructions to order Cash Handling endorsement stamps and deposit bags.
For questions, contact: Bursar Office, Bursar@uwsp.edu