Cash Management/Cash Receipts
The goals of cash management policy is to ensure that cash receipts are properly collected, managed, and safeguarded. Proper management of cash flow allows for maximum use of temporarily available cash for short-term investment.
Many University units provide goods and services which require funds to be collected by these units. All funds collected must be transmitted intact and in a timely manner to the Accounting Office. It is mandatory that all funds collected be properly safeguarded and that the unit's recording and transmittal practices provide an unbroken audit trail which reflects where funds were initially collected, recorded, and deposited into an official University account.
Cash Receipts Standards
There should be a dated, chronological record of original entry prepared for each individual payment. Receipts may either be in the form of cash register receipts produced in duplicate or hand written receipts prepared in triplicate.
Most departments will use a three-part pre-numbered receipt book. These books are issued and controlled by Student Accounts. The original receipt is to be issued to the payer and the first copy is to be attached to the cash receipts transmittal form and sent to Student Accounts with the deposit. The second copy is to be retained in the receipt book for audit. If a receipt must be voided, submit the original and first copy along with other receipts and report, retaining the second copy in the receipt book. Receipt books, when completed, are to be returned to Student Accounts for audit. Deposits should be sent to Student Accounts daily, but absolutely not less than weekly.
All cash receipts should be stored in a secure location until transported to Student Accounts. Checks should be stamped with a restrictive endorsement (use the "for deposit only" stamp issued by the Accounting Office). Units may not establish a cash fund or make cash refunds from cash collected. Use of cash receipts to cash personal checks or to make loans (I.O.U.'s) is prohibited.
The following information is required on all cash receipts:
Received from (source)
Type of payment (cash, check, etc.)
For (account distribution)
Total amount received
Received by (Cashier's name)
Because of a Federal Reserve Bank directive and refusal by some banks to process counter checks and drafts, Georgia Southwestern State University units may not accept counter checks or drafts. All checks must bear the routing symbol-transit number of the paying bank pre-printed in magnetic ink. All checks received must be made payable to the order of Georgia Southwestern State University.
The restrictive ("for deposit only") endorsement must be placed within 1" of the trailing edge of the check. The trailing edge is the left edge as you look at the front of the check.
Cash Receipts Summary and Transmittal
Summarizing receipts on a timely basis provides information necessary for posting to the Cash Receipts Journal. Prepare the Cash Receipts Transmittal form in duplicate, deliver the first copy with receipts and funds to be deposited to Student Accounts, and retain the duplicate copy in receipt book for departmental record keeping.
Transmitting Unit's name
Receipt numbers from ____ to ____
Account distribution and amounts
Total amount of deposit (cash and checks)
Name of depositor
Sample Cash Receipts Transmittal form may be obtained from the Accounting Office.
Petty Cash Disbursements
All Petty Cash accounts are to be established through the Georgia Southwestern State University Accounting Office and recorded on the University's General Ledger. Petty Cash funds may be authorized for University departments where there is a repetitive requirement for small dollar value transactions. These funds will be issued by the Accounting Office only upon receipt of written authorization from the Department Chair or Department Dean. Petty Cash slips are available in the Accounting Office.
Expenditures from Petty Cash funds are subject to University purchasing regulations.
It is the responsibility of the authorizing purchaser to ensure that expenditures made from an account are made in a legally authorized manner.
Persons who wish to make petty cash purchases should present a Petty Cash Request form signed by the department head to the Accounting Office. The maximum amount advanced is $100. Most merchants will waive sales tax if presented with an approved petty cash form. After completing the purchase return the original receipt and any change to the cashier within two working days.
Standard verifiable evidence for reimbursement is an original itemized invoice marked paid and initialed by the vendor or an imprinted cash register receipt showing the vendor's name and date of purchase.
Grants Management (Restricted/Sponsored Funds)
Persons who wish to submit a grant proposal for external funding should complete a "Approval to Submit Proposal for External Funding" form. The immediate supervisor should route the form to the appropriate Vice President for review. After review by the Vice President for Business and Finance and the President, the applicant will be notified regarding internal approval or denial. The acceptance of a grant by a division or department will not affect regular funding for the division or department.
Any grant proposal of a material amount should include compensation known as indirect cost for institutional support of the grant. For Federal programs, the Comptroller calculates an indirect cost rate which has been approved for a three-year period by the Department of Health and Human Services. The current rate is 48% of direct salaries and wages, and is good through June 30, 2015. All Federal grant proposals should include this indirect rate unless a different rate is approved by the Vice President for Business and Finance. No standard rate is set for State, Local or Private grant funding; however, a rate similar to that for Federal programs should be used. Grant proposals which do not include sufficient indirect or administrative cost allowances may not be approved for submission.
At the time of receipt of grant approval or denial send a copy of the granting agency's approval/denial to the Vice President for Business and Finance and the division chairperson.
Copies of the final approved grant document, including budget, are to be furnished to the Vice President for Business and Finance and the division chairperson. After furnishing an approved budget, the Project Director should request that appropriate accounts be set up to capture the necessary data to provide proper reporting.
This request should be made in writing to the Comptroller with copies to the Vice President of Business and Finance and the Division Chairperson. The Comptroller will assign a set of account numbers to capture budget, expenditures, encumbrances (obligations), and communicate this information to the Project Director.
The budget must clearly identify any indirect cost recovery or administrative cost allowance. It should also identify institutional cost share, both in-kind and cash.
The Project Director should prepare a calendar of anticipated and/or required events. This calendar should include beginning and ending dates for the grant, dates of required report submissions, and any major scheduled expenditures (e.g. for equipment).
Accounting for Expenditures
Expenditure requests should be made no later than 60 days prior to the ending date of the ending date of the grant. Each expenditure request should reference the 18-digit
account number provided by the Accounting Office. Internal correspondence regarding the grant may simply reference the grant "project indicator" number which is embedded in the 25-or-27-digit account number (Project number may be 3 or 5 digits). For example:
xxxxx - Project Indicator
Each Project Director is responsible for periodically running and reviewing budget reports from the PeopleSoft system. Any questions regarding reported expenditures or how to access budget reports should be communicated to the Comptroller.
Any and all proposed modifications of an approved grant are to be made through the Vice President of Business & Finance.
Project Director and must comply with reporting requirements of the granting agency.
The Project Director is responsible for providing a draft copy of the Fiscal Report to the Grants Supervisor for reconciliation with the official University records. The draft copy of the Fiscal Report is to be submitted 30 days prior to the required reporting date. Once any discrepancies are resolved, a final report is prepared by the Business Office and returned to the Project Director for submission. A complete copy of the final grant report should be sent to the Vice President for Business and Finance and the division chairperson.
Federal Grant Compliance - Personnel
In addition to reporting standards required by the University System, there are additional standards imposed by Office of Management and Budget (OMB) Circular A-110 and other Federal regulations. Employees paid in any proportion from a Federal grant or contract are required to complete a Payroll Distribution-Activity Record monthly. This applies to all employees and is necessary to confirm the amount of time charged to the Federal grant. All employees who receive Federal dollars (including student workers) must also sign a statement indicating their compliance with the Drug-Free Workplace act of 1988. Failure to comply with these requirements may result in termination of the grant or contract. Copies of the required forms are available in the Accounting Office. Consult the Director of Accounting for other OMB Circular A-110 compliance requirements.
Except as specifically addressed by Federal regulations or contract provisions,
expenditures will be subject to University System regulations as they govern the use of state funds. University System policies for purchasing, travel and personnel shall apply to sponsored funds unless these policies conflict with Federal regulations.
As a unit of the University System of Georgia that is governed by the system-wide Board of Regents, Georgia Southwestern State University prepares an annual budget consistent with the University System guidelines. The budget included several funds: Education and General, Auxiliary Enterprises, Capital Projects and Student Activities.
Education and General
Directors, deans, and other budget heads make budget proposal requests to members of the President's Administrative Council. With this information, the President along with the Administrative Council prepares a budget proposal for the University and presents it to the Board of Regents. The Board of Regents must approve budget requests by President. These requests are then submitted to the Governor, who proposes a budget for the General Assembly's approval. Once approval has been made by the legislature, budget allocations are made by the Regents Central Office to all of the systems institutions. The Vice President for Business and Finance with direction from the President and his Administrative Council then re-evaluate all budget proposals, needs and salary adjustments based upon allocations to Georgia Southwestern. A budget is then submitted to the Board of Regents for final approval before the new fiscal year begins on July 1.
Various administrators in Auxiliary Enterprises present budget requests to the Director of Auxiliary Services. The Director then prepares a budget based on these requests as well as revenue projections. The budget is submitted to the President and the Administrative Council for their review and approval. This budget is then forwarded on to the board of Regents for their approval before the new fiscal year begins on July 1.
The University divides the Capital Budget into two separate areas: Unexpended Plant Fund and Reserve for Renewals and Replacements. The Director of Plant Operations, Business and Finance Committee, and the Vice President for Business and Finance along with input from various administrative units around campus, assess facilities needs. From this assessment a list of projects are prioritized by the President and the Administrative Council into the Five-Year Capital Outlay Plan. The President requests major and minor capital outlay items, as well as Major Repair and Rehabilitation (MRR) funds from the Board of Regents based on our Capital Outlay Plan. The approved allocation from the Board of Regents along with interest income and various donations comprise the sources of the Unexpended Plant Budget. This budget is submitted to the Board of Regents for final approval before July 1.
The Renewals and Replacement Budget is funded entirely from reserves generated from the Auxiliary Enterprise Fund. Directors of Auxiliary units request allocations from this budget from the Director of Auxiliary Enterprises. The Director of Auxiliary Enterprises along with the Director of Plant Operations and the Vice President of Business and Finance prepare a budget for this fund. The President approves the budget before being submitted to the Board of Regents for final approval.
The Comptroller projects out total funding available from the student activity fees. Based upon this projection, funds are allocated to the Student Government Association and the Vice President of Student Affairs. Both of these groups hold budget hearings with various student-related groups to determine how these funds will be allocated. The Comptroller prepares the student activities budget based upon their requests. The President and the Administrative Council approve the budget before being submitted to the Board of Regents for final approval.
Sound budgetary management is the responsibility of each department. Each department head is responsible to his/her division chairperson for maintaining budget control. In order for the University to maintain financial solvency, it is essential that each department operate within its budget. The University based upon latest fiscal information or changing priorities makes budget amendments as necessary. Each of these amendments are submitted to the Board of Regents for final approval.
Budget Management Reports
Generally within 5 working days of the end of the month (excluding June) each department head should run a cumulative report from the PeopleSoft system, which allows comparison of budgeted and actual expenditures. This report (the Budget Progress Report) should be reviewed, with any apparent errors or omissions reported to the Comptroller.
Checks are run once per week, generally on Wednesdays. When requesting checks, please keep this in mind. All requests should be reviewed for correct coding prior to processing.
When requesting checks for persons who provide services, it is necessary for tax reporting that the individual's correct social security number and address be provided, as well as a signed independent contract. Information relating to the check request should accompany the request. Normal purchases for which we are invoiced should be processed as described in the Procurement section of this manual.
Outstanding Check Policy
The outstanding check register will be reviewed monthly to determine if there are outstanding checks over 1 year old. All individuals or businesses holding checks over 1 year old will be contacted either by phone or mail to determine the status of the check. Checks will be reissued if necessary. Checks that cannot be cleared will be moved to the University's unclaimed property account. One check will be issued yearly to the Unclaimed Property Division of the Georgia Department of Revenue.
Student fees are due at the time of registration, and cannot be deferred. Students who drop a class during the drop/add period will receive a full refund for the dropped hours. After the drop/add period, partial refunds will be made only for complete withdrawal from all classes in accordance with the published refund policy.
The cashier's window is open at Student Accounts from 8:30 am – 5:00 pm (Monday-Thursday) and 8:30 am – 3:00 pm (Friday). Transactions must be limited to these hours only.
Travel regulations are established by the board of Regents. However, these regulations are updated periodically, so direct any travel-related questions to the office of Accounting Services.
Georgia Southwestern State University Policy (Interpretation of Travel Regulations)
Employees will use the Travel and Expense module to request reimbursement. http://gsw.edu/Resources/FacultyandStaff/HR/Employee-Self-Service/index
The local policies listed below are based on local interpretation of policy where the institution is granted some discretion in the administration of the policy. In some cases, Regents policy is simply re-stated in order to provide a quick reference for specific situations.
Will be determined by the most direct route as listed on the Travel Approval Form. A reasonable amount of local mileage (upon reaching a destination) is allowed and should be listed as such. Local mileage should be explained on the Travel Expense Statement.
Reimbursement is 51 cents per mile.
Employees are expected to travel together to the same destination in the same vehicle in order to claim mileage. Reimbursement for more than one vehicle traveling to the same destination will not be allowed unless a specific business-related reason is given and deemed reasonable by the appropriate review authority. In the event that more than one employee claims mileage reimbursement for such travel and there is no justification, the mileage reimbursement for one vehicle will be divided equally among those who drove.
Reimbursement for three meals up to a maximum of $28.00 per day is allowed in most cases. Reimbursement rates for high cost areas will be determined based on the location.
Meals are normally reimbursed only if overnight lodging is incurred.
Employees should request the special rate for the State employees. Expenses for official telephone calls are allowable; if on the lodging bill they should be explained.
State employees traveling on official business in Georgia should not be charged county municipal excise tax.
The exemption of the Local Hotel/Motel Excise Tax Form should be completed and presented to the hotel/motel clerk. This can result in substantial savings to the department. This can be found under Business Forms at HERE
Please explain on the expense statement anything out of the ordinary. The statements are subsequently reviewed by outside auditors, so full, concise explanations are important.
Registration fees in excess of $50.00 may be prepaid upon request. Send the registration form attached to a disbursement authorization form to Accounting Services.HERE
Travel Payment for Job Interviews
Job applicants for Faculty positions and certain senior Administrative positions as approved by the President are eligible for reimbursement of travel cost for their interviews. To be eligible to receive travel reimbursement the applicant must perform a service to the institution such as a presentation on subject matter applicable to the position applied for.(See BOR Policy 19.9) The reimbursement rate and allowable items will be the same as state travel regulations. Non-employees will complete the paper travel expenses statement at HERE
Moving Expense Policy Statement
Faculty members and certain Senior Administrative staff as approved by the President are eligible for reimbursement of moving expenses up to $5,000 provided that this payment is a part of their original offer letter. These expenses will have to be paid from the budget of the department head making the offer, thus , budgeted funds must be available. (For payment method, expenses covered and other details see Office of Planning and Budget memo, O.C.G.A. 45-7-22 and 45-7-24). Human Resources must be notifies so this information can be included in the original offer letter.
Travel Approval Form
The Travel Approval Form should be completed and forwarded to the Accounting Department. PRIOR to making the trip. This is for Insurance purposes.
Because of budgetary requirements, the estimated expenditures should be as accurate as possible. Include all account numbers to which the travel is to be charged, with the proper approvals. Forward to the Accounting Office for date stamping and filing.
If you had registration fees or airline tickets prepaid, please show that this was prepaid on the form.
If you request registration fees or tickets to be prepaid, please send your travel approval form with the request.
Travel Expense Statement
The Travel Expense Statement should be filled in completely. After completing the form, all receipts should be attached to the back of the form, the form should be signed, approved for payment and forwarded to the Accounting Office.
This section should be filled in completely. Account number to be charged should be listed as Title Code. Include social security numbers on all forms. The address section should be complete (including zip code).
This section should be filled in (even if subsistence is not claimed); with the days, accurate times departed and arrived and points visited. Actual amounts for allowable meals should be listed, even if they are over the allowable amount. Any unusual
amounts claimed should be explained in Section 3. If a meal was included in the registration fee or was an integral part of the meeting, make a note in the proper block and explain in the following section. The lodging should be listed for each day. If more than one state employee shared a room, the amount listed should be for his/her portion of the room. If the room is shared with a non-state employee (e.g. spouse), then the room should be listed at the single rate. Total all lines and columns. Do not write in right-hand column. This is for Accounting Office use only.
Include any unusual amounts for meals, lodging, mileage. If any portion of travel was prepaid, make a note here.
If you drove your vehicle, state mileage here and extend. If you rode with someone, state with whom you rode. If you rode in a state vehicle or if you drove but are not claiming any mileage, please note on form. Mileage is figured on the shortest route between two points of travel. Any overages need an explanation.
Include all charges listed on reverse side of form. If any charges were prepaid by the University, please note
Total subsistence, mileage, and common carrier and enter here. This amount will be charged to the travel budget.
Include all charges listed on the reverse side of form. If any charges were prepaid by the University, please note.
Total #6 and #7 for a grand total to be reimbursed.
This section must be approved by your department head, signed and dated
Do not write in this column - For Accounting Use only
Your vehicle license number is required on all forms if you drove your car. Enter the date of return to home or University.
List the day of the month
List all points visited, listing local mileage at destination on a separate line
Actual Odometer readings should be listed, (not trip meter readings)
List total miles driven daily. If you had any personal mileage, list it and subtract it from the daily total. The total miles driven should be business miles driven. List and explain allowable local mileage (at destination) separately.
Enter totals from each column and transfer state mileage to Section #4 for computation.
Always enter the purpose of trip, even if it is on the green travel approval form. Check the box if you have standing authorization.
Enter date, to whom paid and the amount of any expenses incurred for airline, taxi, parking, rental car, bus, or train. Enter this amount in Section #5. Receipts are required for reimbursement.
Enter date, explanation and amount paid for any miscellaneous expenses, such as registration fees, telephone charges (w/explanation), supplies purchases (w/explanation), postage (w/explanation), etc. If the registration fee included any meals, please note here. Receipts are required for reimbursement.