Cash Receipts at Georgia State University

2. Cash Receipts at Georgia State University Grant Revenue DS&S Revenue Financial Aid Departmental Deposits Study Abroad Program Deposits University Cashier Student Payments A/P Payment Refunds Imprest Funds, Project Advances, Travel Advances Admissions Application Fees CASH 10’s

3. DEPARTMENTAL DEPOSITS AND CASH RECEIPTING • Requirements for Implementing Department or Organization Cash Handling Procedures • Each unit is responsible for maintaining written operating procedures and distributing them as needed • Segregation of Duties • Receipting • Record-Keeping • Preparation and Delivery of Deposits • Safekeeping of Checks and Funds Received • Lockable Cash Box in a secure location • Fireproof Safe

4. TRANSFER OF FUNDS TO UNIVERSITY CASHIER • Hand Delivery • Never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, never, through interoffice mail.

5. DEPARTMENTAL DEPOSITS AND CASH RECEIPTING POLICIES AND PROCEDURES • Deposits • Checks and Certified Funds • Within 5 Business Days • Cash • Daily Cash Receipts are not Petty Cash Funds!

6. Checks Payable to the Institution • Must be deposited into the university bank account • No personal accounts • No non-institution accounts • Must be made payable to “Georgia State University” or “GSU” • Not Departments • Not Unit Heads • Not University Officials • Not Employees

7. Cash Receipting • Checks Received Log

8. Cash Receipting • Cash Registers • Three Part, Pre-Numbered Receipt Books • Cash • Original Receipt To Customer • Part Two Remains in Receipt Book • Part Three Accompanies Deposit Remittance Form

9. Required Information on the Deposit Remittance Form • Enter the date the deposit is presented to the University Cashier in the top right block labeled “Date Deposit/Closing Advance Made”. • Enter all information requested regarding Department Making Deposit. The department name is required for processing the deposit. This is for tracking only, and no funds will be distributed to this department unless indicated in the Distribution block. • Enter a brief description of the source of funds of the deposit in the second block. • Enter a total of any currency transmitted. • Enter a total of any coins transmitted. • Enter Cash Subtotal for Currency and Coin. • Enter the total amount of checks transmitted. Checks received must be detailed either on the Deposit Remittance Form in the section labeled “List of Checks Deposited” or on a separate Checks Received Log attached to the Deposit Remittance Form. • Enter the total of all cash and checks on the Total Deposit line. • Enter the SpeedChart and/or complete account distribution to which the funds are to be deposited. • Distribute amount to be deposited to each SpeedChart and/or account distribution. • If there is no program, subclass, or project ID associated with the account distribution, these blocks should be left blank. • Enter total of all account distributions on the Total Deposit line of the Distribution block. This figure must equal the Total Deposit line in the Deposit Composition block.

10. HOW CAN WE REDUCE CASH HANDLING RISK? • Ensure cash handling guidelines, policies, and procedures are being followed • Implement online payment/receipting options for checks and credit cards

11. Presented by the Georgia State University Office of Revenue and Receivable Services

12. Improvement Opportunity • To build and operate a secure, web-based software interface that allows the campus to build and manage online shopping sites and online payment pages • Automated posting to General Ledger (Spectrum Plus) • Connects buyers and sellers electronically, making it easy for students, parents, alumni and the community to do business with GSU • Streamline the receipting of payments across campus • Reduce the use of paper (GOING GREEN)

13. What is Marketplace? TouchNet Marketplace provides a single, campus-wide commerce framework for campus merchants to create online storefronts and/or payment pages. • – Universal Stores (uStore) sites • Create/manage online storefronts • – Universal Payment (uPay) sites • Secure payment pages for existing campus applications

14. How is Marketplace being utilized at GSU? ● Event/Conference Registration ● Parents’ Association Memberships ● University Housing Reservation and Payments ● Magazine Subscriptions ● Contest Entry Fees ● Study Abroad Program Deposits

16. Online Donations

17. Marketplace Hierarchy Recommended Georgia State University Roles and Responsibilities Chief Administrator – Revenue and Receivable Services (RRS) Second Chief Administrator – Information Systems & Technology (IS&T) Administrator – CAO or VP Designee Accountant – Assigned by the CAO or VP Designee Merchant Manager – Assigned at the Department Level

18. Roles and Responsibilities • TouchNet Marketplace Chief Administrator (Revenue and Receivable Services)– • Coordinate with the college or VP area to gather data necessary to set up uPay site. • Gather information to provide to The Office of Accounting Services in order to have credit card merchant accounts set up with the bank. • Set up detail codes in Banner to properly reflect transactions that will be posted to the General Ledger. • Coordinate the training for the departments on the functional aspects of TouchNet Marketplace. • Create Merchants in TouchNet Marketplace. • Assign the Administrator in TouchNet Marketplace. • TouchNet Marketplace Chief Administrator (Information Systems & Technology)- • Assist with coordination and setup of the uPay and uStore sites. • Create User Names and Passwords for Administrators. • Manage settings that affect uStore sites. • Coordinate the training for departments on the technical aspects of TouchNet Marketplace. • TouchNet Marketplace Merchant Manager (Department)– • Assigns merchant settings. • Add uStores or uPay sites. • Assign Store Mangers, uPay Site Managers, etc. • Day to day operation of the uStore sites assigned to their department. • Process refunds to customer (user needs to be a ‘fulfiller with refund rights’) • Accountant (Department)- • Review of Merchant Reports in TouchNet Marketplace. • Review of credit card transactions in TouchNet Payment Gateway. • Reconciliation of TouchNet Payment Gateway against the General Ledger.

19. How Do You Get Started? • Request for Access • 1) Access to TouchNet Marketplace for the receipt of online credit card and e-check payments must be requested through the College Administrative Officer (CAO), Vice-President (VP), or his/her designee. • 2) The process begins when TouchNet Marketplace Chief Administrator in The Office of Revenue and Receivable Services receives the completed REQUEST FOR ACCESS TO TOUCHNET MARKETPLACE.

20. QUESTIONS?