ADMIN 010 - Cash Handling Policy
Purpose
To establish policy for departments and individuals receiving cash, checks, credit cards or other forms of tender at CWI.
Scope
Applies to handling of all college cash/tender
Policy
The intent of this policy is to guide College of Western Idaho (CWI) employees, students, and agents of the College in the proper handling of cash/tender to preclude the abuse of College funds and to facilitate effective money management.
Guidelines
Responsibilities
Employees, students, and agents handling CWI cash/tender are responsible for following the cash handling procedures and to ensure that all reasonable efforts are made to protect the cash/tender of the College. Colleague is the official financial system of the College. Business Office employees are required to perform reconciliations to Colleague on a monthly basis, promptly identifying and correcting any discrepancies.
One Stop Specialists are primarily responsible for receiving and recording departmental funds and accepting student payments. These payments must be recorded in Colleague accurately and timely. The Business Office verifies the departmental deposit balances with cash received and notifies departments immediately of any discrepancies. The Business Office reserves the right to perform audits on an unannounced basis to confirm compliance with cash handling policies.
Credit Card Payments
Specialists capturing credit card information must adhere to the following privacy security requirements:
All departments on campus that accept credit cards must adhere to the Payment Card Industry Data Security Standards. The standards may be obtained from Visa, MasterCard, or other members of the Payment Card Industry (PCI) association found at PCI compliance. Departments accepting credit card payments must participate in an annual review of the PCI compliance, which will be facilitated by the Business Office.
Referenced
Finance and Administration Policies
- ADMIN 000 - Contract Administration and Management
- ADMIN 010 - Cash Handling Policy
- ADMIN 020 - Business Ethics
- ADMIN 030 - Post-Issuance Tax Exempt Bond Compliance Policy
- ADMIN 040 - Sponsored Programs
- ADMIN 050 - Accounts Payable
- ADMIN 060 - Travel and Meeting
- ADMIN 070 - Food And Entertainment
- ADMIN 080 - Gifts, Awards, And Incentives
- ADMIN 090 - Investments
- ADMIN 100 - Procurement Policy
- ADMIN 110 - Fixed Asset Acquisition & Management
- ADMIN 120 - Debt Management Policy
- ADMIN 130 - Change Funds/Petty Cash Funds Policy
- ADMIN 140 - Audits Policy
- ADMIN 150 - Authorized Signature
- ADMIN 160 - Independent Contractors Policy
- ADMIN 170 - Purchasing Card Policy
- ADMIN 180 - Uniforms and Logo Apparel
- ADMIN 190 - Procurement of Public Works Construction