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What Is Cash Handling? with pictures

campus unit

Total deposits can be verified independently by another person by accounting for each sequentially numbered receipt. This course teaches learners the basic principles and skills required to succeed in a retail environment. It takes learners through the basic principles and skills required to succeed in a retail environment. This course covers basic operating procedures, security, and workstation maintenance. There’s also a lesson on basic interpersonal skills when dealing with customers since cashiers talk to them daily.

If you’re relying on old-school equipment, a simple lockbox, or pure memory – you’re likely missing money every week. If the card has no signature on it, the customer will need to sign it in front of the cash handler. A picture ID must be presented for any credit card transaction to validate the credit card. Cash and check payments will be reconciled by the cashier for accuracy.If you have a cash register or electronic payment software, you should be able to generate the totals for the cash and check sales. Checks are made payable to the University of Wisconsin-La Crosse and should immediately be restrictively endorsed with an University endorsement stamp. Receipt book number or cash register transaction number must be written on memo line of the check.

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However, if no other option is available, it may be the same person as Reconciler. Notify the Departmental Cash Handling Role Administrator of staff role changes so Institutional Roles-Cash Handling can be updated. We recommend that this person be someone different than any of the individuals in the roles. However, if no other option is available, it may be the same person as the Cash Collection Point Supervisor.

Employee health

Limit the amount of data stored and retention time to that which is required for business, legal, and/or regulatory purposes as documented by the department. Each full or part time employee, student employee, temporary employee or volunteer with access to more than one credit card account at a time must submit to a background check. Cashiers handling one credit card at a time are excluded from this requirement unless they also process other types of cash transactions totaling $750 or more per week. The custodian must complete a Change Fund Verification within 30 days of the required reporting date and have their supervisor sign that a surprise cash count was completed.

The collection and controlling of cash should be centralized in one location; however it is not always possible or practical. As a result, cash is handled by many departments at UW La-Crosse and cash handling procedures must be followed in the collection, recording, safekeeping and deposit of these University funds. This cash handling course was created for cashiers or any job that involves payment. It teaches learners basic cashiering knowledge, such as cash handling, and payment processing. They’ll also learn how to balance the cash drawer, process different types of payments, and perform calculations.

Limit Cash on Hand

As you look through this list, think of how you would design a process in your unit that recognizes the importance of each function in controlling the risks involved in cash handling. Following the roles, are two charts showing appropriate separation of duties in a two person and a three person office. Account for and deposit in a timely way all cash, checks received, and credit card recordings. Always treat electronic transactions like any other transaction; that is, you may not impose any surcharge on over the counter credit card transactions.


The card should be signed within your full view, and the signature checked against the customer’s signature on the ID. A refusal to sign means the card is still invalid and cannot be accepted. The authorization process allows the card issuer to approve or decline a transaction. In most cases, authorizations are processed electronically in a matter of moments.

Cash Handling General Policy

Perform an annual review of critical data storage to ensure that all security requirements are met. This includes email, remote access, and workstation/server communications. If you send files or attachments containing restricted data, work with ITS to set up a way to send them securely. Don’t keep sensitive information or your only copy of critical data on portable devices (laptops, CDs/floppies, memory sticks, PDAs, phones, etc.) unless they are properly protected. PCI-DSS is a critical component for minimizing risk and maximizing protection. Mandated since June 2001, this robust program is intended to protect cardholder data—wherever it resides.

  • Keeping the change fund physically separate from a petty cash fund, if one exists.
  • On Visa cards, a dove should appear in the hologram and it should seem to “fly” when the card is tilted back and forth.
  • Anyone who is part of the cash handling process or who supervises someone who handles cash.
  • If a deposit is over or short by more than $10, write a letter of discrepancy explaining the overage/shortage.

Cash drawers must be secured with a lock and key when not in use. Include a copy of the original payment documentation as noted above. Checks issued by OSUF to OSU must be recorded in specified funds . Coin can be accepted rolled if in “shot gun” type rollers that ensure the exact count of the coin. Hand pinched rolls have to be recounted by the Cashier’s Office.

Organizational Performance Office

Compare credit card receipts with balance report and file with daily work. Preprinted name, address and phone number should be verified. If some of the information is missing, the customer should be asked to write it on the check.

In addition, the words “Authorized Signature” and “Not Valid Unless Signed” appears either above, below, or beside the signature panel of most credit cards. If your unit will be processing both Card-Present (in-store) and Card-Not-Present transactions, it is important to learn the steps needed to prevent fraud in both situations. Always physically secure files, and equipment before leaving the work area, i.e. do not leave credit card information unattended. UCSC Procedures outline the general rules and guidelines instituted by UCSC for accepting credit cards and implementing the credit card process. The information in this guide was current as of its publishing date of September 2008. However, card acceptance, processing and chargeback procedures are subject to change due to the ever changing demands of the Payment Card Industry.

It also discusses cash handling laws and gives tips and best practices, such as using a safe, preventing theft, and more. Here, learners will also learn how to handle cash in different scenarios, such as when working alone and while driving. This course is taught in a video format supplemented with interactive quizzes. So far, you have endorsed the check, given a receipt to the customer, and kept your cash in a locked and secure location. Reconciles to ensure that receipts were issued in numerical order. Verifies that register totals and beginning and ending readings are in order.

Some UCSC merchants process only in-store transactions in which the purchaser and the card are physically present in the campus unit/store. This type of transaction is called a ‘Card Present’ transaction. Other UCSC merchants may be involved in online, mail and telephone shopping options as well. Those transactions are referred to as ‘Card-Not-Present’ transactions which are covered later in this training material. Have procedures to help all personnel distinguish between employees and visitors, in areas where cardholder data is accessible. Do not release credit card information in any form unless there is a legitimate business purpose and then only after the request for information is reviewed and approved by the unit’s management.

It is the responsibility of each department to make whatever provisions are necessary to properly safeguard the cash receipts in their area.DO NOT leave cash unattended or vaults open. All deposits must be made weekly no later than Fridayof each week. Do not store any cash, coin or checks over the weekend if received during the week.

Always profit and loss statement the minimum amount of restricted data necessary for completing job functions. Understands that they are never to share or discuss restricted data with an unauthorized individual. The PCI Procedures have been divided into sections by topic. It is critical that you read this information carefully and ask your supervisor for assistance if you require further information or clarification regarding your responsibilities. By complying with PCI-DSS requirements, UCSC Merchants and service providers not only meet their obligations to the Payment Card Industry, but also build a culture of security that benefits all parties.

The background of the image consists of a repetitive wave pattern with stars scattered throughout. A four-digit number is printed below the first four digits of the embossed account number on all valid Visa and MasterCards. If the numbers are not identical or the printed number is missing, the card is not valid and should not be accepted. Be sure your workstation is set up to prevent unauthorized individuals, e.g. passers-by, from viewing the information on your monitor.

Cash Handling Procedure Training #9 – Cashier Essential Skills

He has worked across a range of market segments with a special focus on top grocery retailers, public administration, hospitality and food service industries. He currently works as the Head of Cash Management in Iberia for Gunnebo. Handle your business cash efficiently with Royal Sovereign’s secure and solid cash boxes.

  • This course teaches learners the basic principles and skills required to succeed in a retail environment.
  • Later in this training we will define the exact steps to take if you feel that security has been compromised.
  • Forgetting to obtain the supervisor signature on the Change Fund Verification.
  • Record cash receipt overages or shortages on the UCSC Department / Sub Cashier Cash Collections Deposit Form.
  • For departments using software to make transactions, this report may be generated by the software.

When a university employee suspects the loss or theft of any materials containing cardholder data, it is vitally important to immediately notify the supervisor and the Campus Police Department. Local police should also be contacted if the theft occurred off campus. PCI-DSS compliance validation identifies and corrects vulnerabilities by ensuring appropriate levels of cardholder data security are maintained. The check may be cashed at any bank or at the Campus Cashier’s Office.

handling procedure training

The University of Texas at San Antonio is dedicated to the advancement of knowledge through research and discovery, teaching and learning, community engagement and public service. The University of Alaska Fairbanks is accredited by the Northwest Commission on Colleges and Universities. Follow the procedures for transporting the deposit outlined in the next section.

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All transfers of cash accountability shall be documented on appropriate forms. The custodian can be held personally liable for losses due to the custodian’s negligence. Assurance that the safety of people and assets is maintained and controlled.