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300 - Accounting Procedures - General

Section: 300-11
Effective: 04/18/1983
Supersedes: Not Applicable
Review: TBD
Issuance Date: 04/18/1993
Issuing Office: Accounting Office

PPM 300-11 Policy [pdf format]
PPM 300-11 Exhibit A [pdf format]
PPM 300-11 Exhibit B1 [pdf format]
PPM 300-11 Exhibit B2 [pdf format]
PPM 300-11 Exhibit C [pdf format]

CERTIFICATION OF POSSESSION OF UNIVERSITY FUNDS

  1. POLICY

    Campus cash fund custodians, i.e., change funds and petty cash funds, will be required to certify on June 30 of each fiscal year that they possess the funds and are using the funds in compliance with the prevailing campus policy and procedures.

  2. REFERENCES

    1. Systemwide Business and Finacne Bulletins

      BUS 28

      Property, Equipment, Money and Security Losses as a Result of Fire, Theft or Other Causes

      BUS 49

      Cashiering Responsibilities and Guidelines

      G 29

      Definition of Responsibilities Pertaining to Known or Suspected Defalcation

      IA 200

      Internal Control Standards-Petty Cash Disbursements

    2. UCSD Policy and Procdure Manual

      300-10

      Petty Cash Funds

      300-20

      Sub-Cashiering and Change Funds

  3. PROCEDURES

    1.  Based on the listing of cash custodians that appear in the May 31 General Ledger, the Accounting Office will mail to each custodian, prior to June 30, a Certification Statement, Exhibit A. A Cash Count Worksheet, Exhibit B-1 or B-2 depending on the type of fund the custodian possesses, will be included in the mailing.

    2.  Upon receipt of the mailing, the custodian will check if the name and amount on the Certification of Possession of Campus Cash Funds, Exhibit A, is correct. If there is an error, the custodian should call the General Accounting Division, Accounting Office, extension 4074. If the data is correct, the custodian should retain the mailing until the cash count is performed on June 30.

    3.  The type of Cash Count Worksheet (Exhibit B-1 or B-2) the custodian receives will depend upon the type of funds they possess.

      1. Change Funds (Exhibit B-1)

        On June 30, the custodians will fill in the date, their name, amount of fund and the name of their activity/department. As the cash is counted, the amounts of currency and coins should be listed. The total at the end of the count should be equal to the amount that is issued to the custodian. Any variance, i.e., cash over or short, should be noted in the comment section of the worksheet if the cause of the variance is known. The custodian should have a witness to observe the cash count and their signature should appear below that of the custodian at the bottom of the worksheet.

      2. Petty Cash Funds (Exhibit B-2)

        On June 30, the custodians will fill in the date, their name, amount of fund and the name of their activity/department. As the cash is counted, the amounts of currency and coins should be listed. Since the count is to take place on June 30, the final Petty Cash Reimbursement Schedule, Exhibit C, for the fiscal year should have been forwarded to the Disbursement Division, Accounting Office. A copy of this Schedule should be attached to the worksheet and the requested amount should be listed in the cash recapitulation section of the Cash Count Worksheet. Total of the currency, coin and reimbursement request should equal the amount that is issued to the custodian. Any variance, i.e., cash over or short, should be noted in the comment section of the Cash Count Worksheet if the cause of the variance is known. The custodian should have a witness to observe the cash count and their signature should appear below that of the custodian at the bottom of the worksheet.

  4. RESPONSIBILITIES

    1. Change Fund Custodians

      Return signed Certification of Possession of Campus Cash Funds and completed Cash Count Worksheet to General Accounting, mail code Q-027, as soon after June 30 as possible.

    2. Petty Cash Fund Custodians

      Return signed Certification of Possession of Campus Cash Funds and completed Cash Count Worksheet (attach copy of Petty Cash Reimbursement Schedule) to General Accounting, mail code Q-027, as soon after June 30 as possible.

    3. Accounting Office

      The certification letters and Cash Count Worksheets will be mailed to the custodians so that they may respond on a timely basis. All returned certification letters will be reviewed and all necessary accounting responsibilities will be performed. There will be a follow-up on all certification letters which were not returned.






Exhibit A


To:	Frank R. Cvar
Subject:	Certification of Possession of Campus Cash Funds
Attention:	General Accounting Division, Q-027
I certify that on June 30, 19___ , I had in my possession and under my control $ ____________ in ______________________ funds and that these funds are being administered in compliance with campus Policy and Procedure Manual 300-10, Petty Cash Funds, or Policy and Procedure Manual 300-20, Sub Cashiering and Change Funds. The Cash Count Worksheet, signed by the cash count witness, is enclosed.
_____________________________________
Fund Custodian Signature Date
_____________________________________
Department/Activity
Enclosure





Exhibit B-1

CASH COUNT WORKSHEET


Change Fund Date _____________________
Name of Custodian ____________________ Amount of Fund _______________
Name of Activity _____________________
Currency: Coins:
$1 . . . . . . ____________ .01 . . . . . . _________
$2 . . . . . . ____________ .05 . . . . . . _________
$5 . . . . . . ____________ .10 . . . . . . _________
$10 . . . . . . ____________ .25 . . . . . . _________
$20 . . . . . . ____________ .50 . . . . . . _________
$50 . . . . . . ____________
Total Currency . . . . ____________ Total Coins . . . . _________
Total Cash: Comment:
Currency . . . ____________ _______________________
Coin . . . . . ____________ _______________________
_______________________
_______________________
_______________________
*TOTAL CASH ________________ Cash counted by: ___________________________________________________
Count Witnessed by: ________________________________________________
**Should equal amount issued to custodian. If there is variance, i.e., cash short or over, please fill in, at the Comment section above, the reason for the variance if it is known.







Exhibit B-2

CASH COUNT WORKSHEET


Petty Cash Fund Date _____________________
Name of Custodian _____________________ Amount of Fund ___________
Name of Activity ______________________
Currency: Coins:
$1 . . . . . . ____________ .01 . . . . . . _________
$2 . . . . . . ____________ .05 . . . . . . _________
$5 . . . . . . ____________ .10 . . . . . . _________
$10 . . . . . . ____________ .25 . . . . . . _________
$20 . . . . . . ____________ .50 . . . . . . _________
$50 . . . . . . ____________
Total Currency . . . . ____________ Total Coins . . . . _________
Total Cash: Comment:
Currency . . . ______________ _______________________
Coin . . . . . ______________ _______________________
_______________________
*Petty Cash _______________________
Reimbursement Schedule ______________ _______________________
*TOTAL CASH ______________ Cash counted by: ___________________________________________________
Count Witnessed by: ________________________________________________
*Provide copy of Petty Csh Reimbursement Schedule with this worksheet.
**Should equal amount issued to custodian. If there is variance, i.e., cash short or over, please fill in, at the Comment section above, the reason for the variance if it is known.







Exhibit C

UNIVERSITY OF CALIFORNIA, SAN DIEGO
PETTY CASH FUND REIMBURSEMENT SCHEDULE


Please make check payable to
Fund Custodian ___________________________ Date _________________
Item
No.
ACCOUNT NUMBER TO BE CHARGED
Amount
1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

TOTAL AMOUNT OF REIMBURSEMENT $___________
Approved: _________________________________________
Department/Division Head *
Original - Accounting * See Para. III.C.3. PPM 300-10.
Duplicate - Reatain