The University of Texas Health Science Center at San Antonio Cash Handling Procedures

The University of TexasHealth Science Center at San AntonioDepartmental Change FundsPresented by: Office of the Bursar

1Petty Cash Accounts Miscellaneous Items Operating Expenses Change Study Participants

2Petty Cash AccountsDepartmental Change FundsStudy Participant FundsImprest Funds

3Departmental Change FundsMay NOT be used forSole function

Study Participant FundsUniversity Research Study Patientsand ParticipantsReceipt

5Study Participant FundsPlease visit HOP section 7.7.2 for comprehensive details on the

Management of Research Participant Payments

6Imprest Funds

May not be purchased fromoutside source Approved PurchasesPetty Cash AccountsThe UT Systems Cash Management and Cash Handling Policy #166

HOP 6.4.38UTS 166 Cash ManagementandCash Handling Policy

UTS 166 Cash Management and Cash Handling PolicyDepartment Head Justify the fund Reviewed and approved by CBOAssigned Custodian(s)Custodian and Department Head assume fiscal responsibilityCustodianship changes require approval of CBO

Petty Cash Fund RequestUTS 166 Cash Management and Cash Handling Policy>$500 requires approval of CBONo single transaction >$100Requires Petty Cash Voucher and valid receipt

Petty Cash Fund UTS 166 Cash Management and Cash Handling PolicyNever deposit into personal bank accountFund is closed after three fiscal quarters of inactivityDate extensions require approval of CBO

Petty Cash Funds cont.UTS 166 Cash Management and Cash Handling PolicyNot be held for excessive period of timeCustodian and Department Head assume fiscal responsibilityBusiness purposes only Never commingled with personal or other System funds

Petty Cash DisbursementsPetty Cash for Patient Reimbursement $125

12345612/21/12

JQ Public MD

John Q Public MD

Reimburse travel for Study Participants

Loretta Keys Admin #123R&D UPLThe Petty Cash FundRequest Form

Petty Cash AccountForm to Bursar Cashier

Bursar notifies Custodian

Funds maintained in locked/secure area

Custodian/Department head only, may disburse petty cash funds

Reconcile Petty Cash Accounts Weekly reconcile to log

Reviewed and approved by Supervisor

Daily Reconciling ProceduresCash + Receipts = Fund

Discrepancies in fund reported accordingly

Replenish Fund

18

Petty Cash Reimbursement FormLoretta Keys$35.00

41001B5411123456

Reimburse patient participants

Loretta Keys

JQ Public MD

19HOP 6.4.3A Valid Receipt An original sales slip, cash register receipt, canceled check or credit card slip

HOP 6.4.3

60

21Theft

Report Immediately Report to UT Police losses >10% or $25 Obtain police report Replenish Fund22

Closing a Petty Cash Fund

23

Closing a Petty Cash Fund cont.

24

26