I.                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.

II.                REFERENCES

A.            Systemwide Business and Finance Bulletins

B.            UCSD Policy and Procedure Manual

III.                PROCEDURES

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.

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.

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.

IV.                RESPONSIBILITIES

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.

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.

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 

Exhibit B-1 

Exhibit B-2 

Exhibit C