The Cashier/Student Accounts Office is the repository for all cashiering transactions for the University. The Cashiers receipt departmental deposits and student payments, reconcile banking transactions, create bank deposits, certify fund transfers, process journal entries and wire transfers. The Cashiers also respond to account inquiries in addition to daily interactions with UNC Asheville students, their families, faculty and staff.
UNC Asheville issued receipt books, or the credit card vendor’s activity statement for electronic payments, are used for incoming funds if a cash register or electronic system is not used. The Cashier’s Office will issue pre-numbered receipt books upon request. A Receipt Book Agreement must be completed and signed by the individual receiving funds for the University and their supervisor upon acceptance of the receipt book and again annually.
If a receipt book does not meet the business process needs for a department, the individual responsible for receiving funds for the department should meet with the Director of Student Accounts. A review of the business processes will be conducted to determine the best method for processing their funds.
A sign must be displayed in the areas which handle incoming funds to inform the customer a receipt should be provided upon certain payments. This is an example of a sign which should be displayed.
Important Tips to Remember:
- When funds are collected, at least one deposit must be made weekly in the Cashier’s Office. When cumulative receipts exceed $25.00 the funds must be deposited the following business day.
- Maintain the receipt book funds in a secured and locked location.
- All cash and checks must be in an envelope within the receipt book or attached to the UNC Asheville Cashier's Office Deposit Slip. This will reduce the risk of cash or checks being lost during transport.
- Deposits are not to be sent to the Cashier's Office via campus mail. All deposits must be presented in person by a department representative. Cashiers will count all funds received while the department representative is present to verify that the amount received agrees to the total amount shown on the department’s deposit slip.
- Receipt books should be received in the Cashiers Office no later than 4:15pm each day. Deposits received after 4:15 will be secured in the safe overnight and deposited the next business day.
- All University receipts are subject to being audited by internal and state auditors to ensure that the university is in compliance with the daily deposit law, as required by the State of North Carolina. If a receipt book deposit is found to be out of compliance, a written violation will be issued.
- When the receipt book is no longer needed or if the book needs to be transferred to another person, contact the Cashier’s Office in order to release you from the responsibility of the receipt book.
Petty Cash & Change Funds
UNC Asheville allows for the establishment and use of petty cash funds and change funds in limited capacity for departments. To request a new Petty Cash or Change Fund be setup, the Fund Holder(person responsible for the fund) should complete the Request for Petty Cash/Change Funds Form and their supervisor will need to email Suzanne Bryson with an approval for creating the new fund.
Petty Cash Fund: A limited supply of cash necessary to make immediate payments for the purchase of authorized items. This fund requires replenishment.
Change Fund: A specific amount of money placed in the custody of an individual for the purpose of making change while conducting University business. The amount on hand should remain the same at all times; therefore these Change Funds do not require replenishment.
The Petty Cash Agreement and the Change Fund Agreement must be completed and signed by the individual responsible for the University funds and their supervisor upon acceptance of the receipt book and again annually.
- No personal funds or other funds are to be mixed with petty cash/change funds.
- Maintain the funds in a secured and locked location.
- Funds are not to be used for personal I.O.U’s
- All petty cash expenditures are to be substantiated by paid invoice or receipt. No travel expenses or stipends can be paid from petty cash.
- All change funds must be reconciled and verified each business day. The change fund amount cannot be altered without completing a new change fund agreement.
- Petty cash funds should be reconciled by verifying that your cash on hand, receipts, and pending reimbursments match the total of your fund. You are welcome to use this Petty Cash Log Template as a tool to reconcile your petty cash fund.
- When the funds are no longer needed or if the fund needs to be transferred to another person, turn the funds into the Cashier’s Office in order to release you from the responsibility of the fund.
PCI Data Security Standards
The Payment Card Industry Data Security Standards (PCI-DSS) are requirements of the merchant card brands (Visa, MasterCard, Discover, American Express, JCB). PCI-DSS requirements were created on behalf of the brands by the PCI Security Standards Council. The goal of PCI-DSS is to protect cardholder data.
Departments must report any actual or suspected security incident in which cardholder information may have been compromised. The incident should be reported to the Associate VC for Finance/University Controller. THIS MUST BE DONE IMMEDIATELY. The University must report all breaches to the State Controller’s Office within 24 HOURS OF DETECTION.