FMPM 210 Cash

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Intent

This policy sets out the requirements relating to the management, administration and collection of all cash and cash equivalents on campus.

Scope

Function

Responsibility

Designation of a Cashier

Director, Financial and Business Services

Management of money received

Head of Organisational Unit

Administration of money received

Authorised Cashier

Maintenance of a Register of Cashiers

Director, Financial and Business Services

Definitions

Cashier

Policy

  • The Director, Financial and Business Services may authorise individuals to collect money on behalf of the University who will by this authorisation, be known as a Cashier. There must be at least one authorised Cashier for the University.

  • A Cashier must be an employee of the University unless otherwise approved by the Director, Financial and Business Services.

  • The designation of Cashier given by the Director, Financial and Business Services may be to a named person or to the holder of an identified position in the University.

  • University money must only be received by an authorised Cashier.

  • A Cashier must only receive money on behalf of the University at specified locations.

  • The form of payment received must be approved by the Director, Financial and Business Services.

  • Money received by a Cashier must be recorded on an official University receipt, a copy of which must be provided to the remitter upon request.

  • A Cashier must deposit collected money to an approved bank account, on a timely basis as directed by the Director, Financial and Business Services.

  • Money received must be banked intact.

  • University money must be kept separate from non-University money.

  • A register of Cashiers must be maintained by the Manager,  Treasury and Corporate Finance detailing:

    • the name of the Cashier;

    • the specific location for which the Cashier is authorised to receive money; and

    • any restrictions that apply.

  • A Cashier is responsible for the safe custody of all money and related documentation received by them.

  • Surpluses or shortages must be reported promptly to the Director, Financial and Business Services by the Cashier. See FMPM 920: Policy - Losses for further information.

For enquiries in relation to this FMPM Policy please contact AccountsReceivable@jcu.edu.au.

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Policy Sponsor

Deputy Vice Chancellor, Services and Resources

Approval Authority

Finance Committee

Date for next review

01/11/2018

Revision History

NOTE: A minor amendment will not result in a change of the next major review date.

Approval date - the date the approval authority approved the establishment, minor or major amendment or disestablishment

Implementation Date - the date the policy was published in the Policy Library and is the date the policy takes effect

Version

Approval date

Implementation date

Details

Author

17-116/03/201718/03/2017Minor administrative amendments - 'Collector' replaced with 'Cashier'.Director, Financial and Business Services

15-01

09/09/2015

10/09/2015

Policy Sponsor and Approval Authority updated to reflect the approved Policy and Delegations Framework

Quality Standards and Policy Unit

10-01

16/11/2010

22/11/2010

 

04-01

02/2004

02/2004

 

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