Academic Affairs Division
CASH HANDLING PROCEDURES
Following is summary of cash procedures. More detail on each step follows the summary:
1. Safeguarding Cash – A designated area within the Department should be maintained for the safe-keeping of
cash and cash receipts, such as a safe or locked file cabinet.
2. Receiving cash –
o Person receiving the cash cannot be the same person who has the responsibility for preparing the
o All checks or other negotiable currency must be endorsed immediately upon receipt as follows:
FOR DEPOSIT ONLY UNIVERSITY OF HOUSTON
Business Unit - Fund - Dept - Program - Project - SpeedType - PS Acct
3. Cash Receipts – A pre-numbered or controlled cash receipt will be issued for each cash or credit card
4. Preparing Cash Deposit –
o Count cash and reconcile to cash receipts.
o Prepare original Deposit Slip.
o Scan one original sized copy of deposit slip.
o Make a copy of backup documentation.
o Place cash/checks into designated sections of tamper-proof bag along with the original deposit slip.
Also include a copy calculator tape with checks.
o Complete an online PS Journal.
o To PS Journal, upload scanned copies of deposit slip and backup documentation.
o Submit Journal through workflow in PS-Finance for approval by persons designated with certifying
o After submitting journal into workflow, attach a completed Money Transmittal Form to sealed
money bag. UH Police Officer or Security will pick up deposit(s) and deliver to Student Financial
Services in the Welcome Center or designated Bank for Departments operating at remote sites.
Contact UHPD at 713-743-0600 and provide following information when calling for pick up of
cash deposits: name, location (bldg and room #) and telephone #.
UH MAIL IS NOT TO BE USED FOR DELIVERY OF ANY CASH TRANSMITTAL.
5. Timeliness of Deposits – All deposits will be submitted to Student Financial Services within a 24-hour