Procedures
2.1 Cashiers
2.1.1 On receipt of cheques/cash the cashier will select
items over $5,000 and receipt them for banking the same day.
Other amounts will be processed not later than the following
day.
2.1.2 Cheques and money orders will be inspected prior to
receipting to ensure that they are for the correct currency
and amount, that they have not been post dated, they have
been signed, amount in words and figures is the same, and
the cheque is made out to, or signed over to, Flinders University.
2.1.3 Cheques and money orders will be stamped ‘Not
Negotiable Flinders University of South Australia’ prior
to banking.
2.1.4 Foreign currency income will be receipted on a separate
batch, recorded in the bills for collection (BFC) register
and monitored by the Cashier’s Supervisor until the
bank account is credited. When the BFC clears at the bank,
if the exchange rate is different, the original receipt will
be voided and a new receipt stating the new rate will be issued
and sent to the payee.
2.1.5 Separate pages of the bank and deposit book will be
used for each batch for simple identification and reconciliation.
2.1.6 All receipts will be recorded in the daily banking
spreadsheet. Student System batches will be identified by
batch header, amount, breakdown of cheques/money orders, cash,
and EFTPOS banked.
2.2 Posting of Receipts to the General Ledger
2.2.1 Manual receipts from triplicated receipt books will
be entered into the Student System using a prefix of ‘M’
before the receipt number.
2.2.2 Accounting flex-fields will be recorded at the time
of receipting for entry to the general ledger. Income which
cannot be identified immediately will be banked and posted
to the Cashier’s revenue suspense account (105 0010
7244 000 0 01).
2.2.3 The total of monies receipted will be reconciled to
the receipt batch balancing report from the Student System.
2.2.4 Daily posting batch reports will be filed in alpha/numerical
order in the Cashier’s Office.
2.2.5 Student System batches will be recorded in the general
ledger by file transfer between the Flinders Finance System
and the Student System.
2.2.6 The batch report from the Finance System will be reconciled
to the total of the batches recorded in the Banking Summary
spreadsheet.
2.2.7 The Cashier’s revenue suspense account will be
monitored and reconciled on a daily basis.
2.3 Recording mail remittances
2.3.1 Where practicable mail will be opened in Central Records
by two officers.
2.3.2 Every cheque or other negotiable instrument received
will be crossed transversely with a stamp as follows: ‘Not
Negotiable Flinders University of South Australia’.
2.3.3 All non-cash postal remittances will be delivered to
the Cashier’s Office for receipting and banking.
2.3.4 Postal remittances in the form of cash will be receipted
and the Cashier’s Office notified for collection.
2.4 Electronic payments
2.4.1 Students have the option of using the following three
electronic payment facilities: Bpay®, Interactive Voice
Response (IVR – pay by phone), and ePay. Electronic
payments will be downloaded daily by the Cashier’s Supervisor
to the Student System.
2.5 Sub-Receipting Points
2.5.1 Cashiering points other than the Cashier’s Office
will use either numbered triplicate receipt books or receipts
via the Student System. The Cashier’s Supervisor will
seek quotations and order the official receipt stationery
for the University.
2.5.2 Pre-numbered receipt books will be recorded in a receipt
book register held in the Cashier’s Office, and will
be stored in a secure area in the Cashier’s Office.
2.5.3 Completed receipt books will be stored by the area
the book is marked out to for a period of twelve months prior
to archiving.
2.6 Issue of Manual Receipts
2.6.1 Revenue receipted by areas other than the Cashier’s
Office will be receipted on official University receipt stationery.
A receipt will be provided to the customer.
2.6.2 Revenue received by post at areas other than the Cashier’s
Office will be allocated a receipt number and a receipt will
be sent to the customer.
Top |
