Subsidiary receipts (See Exhibit A-9) are pre-numbered and bound fifty receipts to a book, each receipt having three copies. Copy 1 is to be given to the payor, Copy 2 is to be turned in to the Business Office cashier along with the money collected, and Copy 3 is to be retained by the department or office for audit purposes.
7.2 Numbering and Issuance of Receipts
The receipts are numbered consecutively and must be issued in that order. All subsidiary receipt numbers must be accounted for. In the case of a missing receipt, an explanatory memorandum must be provided to the Business Office cashiering section via the appropriate academic or administrative officer.
7.3 Total Completion of Receipt Required
The receipts must be completed, including the name of the payor, the date, the account number to be credited, the amount paid, the method of payment, the purpose of payment and the signature of the person receipting the money. If change is given, indicate the amount of the check and the amount of change. If one person is paying in behalf of another person, both names must appear on the receipt. Receipts for students must have a T-number on the receipt.
7.4 Handling of Void Receipts
The person voiding a receipt must write the reason for voiding and his/her signature on the receipt along with the appropriate academic or administrative officer's signature. Both Copy 1 and Copy 2 of void receipts must be filed with the Business Office cashier in numerical sequence with the second copies of valid receipts. Copy 3 of void receipts must be retained by the department or office for audit purposes. Do not destroy any copies of a void receipt. Do not mark through amounts or change the name on a receipt; rather void the receipt which has an error and refer to the next receipt.
7.5 Cash Register Voids
The customer's cash register receipt must be retained if a cash register transaction is voided. The cash register operator must note the reason for the void, sign the receipt and obtain the signature of the appropriate academic or administrative officer. The void receipt must be attached and submitted with the cash report.
7.6 Tickets in Lieu of Receipts
7.6.1 For special events, pre-numbered tickets may be used in lieu of subsidiary receipts.
The tickets should be designed to include:
A. The name of the event.
B. The date of the event. A separate series of tickets should be prepared for each performance.
C. The admission price, noting that the price includes the appropriate state sales tax. A separate series of tickets should be prepared for each admission price.
D. A University logo or other design that can not be easily forged.
7.6.2 Tickets must be delivered directly to the Business Office from the printer for verification before transmittal to the department. A reconciliation summarizing tickets sold, revenue collected, complimentary tickets, and unused tickets must be submitted in a timely manner to the Business Office Head Cashier after the event. (See Exhibit A-10) Tickets sold should reconcile with revenues deposited, and the number of tickets sold, complimentary tickets and unused tickets should total the number of tickets printed for the event. An explanatory memorandum must accompany the ticket reconciliation if there is any material overage or shortage of tickets or revenue.
If any complimentary tickets are issued, a listing noting the reason for the issuance, the number of tickets issued and the signature of the individual receiving the complimentary tickets is required to be submitted with the reconciliation.
7.7 Departmental Report of Collections Required
Funds on hand must be reconciled with the total amount receipted as reflected on the subsidiary receipts. A departmental report summarizing the receipt totals and the amount for deposit must accompany the deposit to the Business Office cashier. The report must be signed by the preparer, and reviewed and signed by the preparer's supervisor. The signatures must be original signatures rather than stamped or mechanically generated. In the event the supervisor is unavailable to sign the report, alternate arrangements must be made for a second signature on the report to avoid unnecessary delays in depositing funds.
Standard report forms are used for those departments or offices collecting money on a regular basis. For departments collecting money only occasionally, the sample form in the appendix should be followed in summarizing the deposit. (See Exhibit A-11)
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