CASH HANDLING BEST PRACTICES TRAINING Objectives Review ANR

CASH HANDLING BEST PRACTICES TRAINING

Objectives • Review ANR UCCE Cash Handling Policy • Emphasize need for compliance with Cash Handling Policy • Establish internal controls that are compliant with ANR UCCE policy • Standardize best practices for sale of goods by ANR programs • Recommended to review these best practices annually

Cash Handling Policy provides guidance for the following: • Accountability • Separation of Duties • Physical Security and Data Transmission Security – Individual safety – Collections must be protected from loss or theft – Technology resources protected from loss or compromise of information • Reconciliation of accounts – Accurate and timely deposits – Ensure that ledger reviews are timely and accurate

Sales Tax Basics • All retail sales of tangible, personal property in California are subject to sales tax • All sales are either taxable or non-taxable • Requirement of the Board of Equalization, State of California ANR is not exempt from collecting sales tax on taxable items

Examples of Taxable Sales • • Plant sales and seeds (non-edible end products) Printed Materials (ANR publications, books, calendars, etc) Gardening supplies, tools Worm bin sales

Non-Taxable Activities • • Class Fees Event Registration Plant Sale (edible end product) Seeds (edible end product) If you are not sure whether an item you are selling is taxable, please contact the BOC prior to your event for clarification

The Day of the Sale What can be sold? – Sales of item cannot impair service to other ANR programs – Sale must be related to ANR’s mission of research, education and public service – Goods or services are not readily available elsewhere – Sale is consistent with ANR objectives – Sales must be appropriate to the program

Using a Cash Register Advantages – Allows for easy listing of both check and cash sales – Written receipts do not need to be issued when using a register – Operator must select register key designating whether purchase was made with cash or check • If no such key is available, roster of checks will need to be maintained – Conveniently and accurately tracks and totals all sales made – Recommended (but sometimes not practical) to use one register for cash sales, one for checks – Provides sales tax collected

The Day of the Sale Cash And Check Acceptance Procedures Purchase amount of total transaction is $10 or more – Receipt must be issued to customer – Only UC-authorized receipt Form D-14 can be used for receipting – All receipts must be accounted for in numerical order

The Day of the Sale Required fields on the receipt ü Date ü Method of Payment ü Description of purchase (e. g. event sale, book purchase, plant sale)

The Day of the Sale Required fields on the receipt - continued ü Total Amount of Sale ü Signature of individual collecting funds and issuing receipt Customer gets white receipt

The Day of the Sale Cash And Check Acceptance Procedures Purchase amount of total transaction does not exceed $9. 99 – No receipt is required – Record single transactions on a UCCE Check/Cash Receipt Log Sheet

The Day of the Sale Required fields on the log ü County name ü Date of Sale ü Purpose/Activity Meaningful description (i. e. , Master Gardener Plant Sale, Drought Resistant Plant Workshops) If multiple sales are occurring on the same day, have a separate log for each event.

The Day of the Sale Required fields on the log - continued Enter amount collected in these appropriate fields: ü ü Cash (up to $9. 99) Check # Check Amount Total

The Day of the Sale Tips on Accepting Checks – Current date must be written on check – Confirm that the numerical amounts and the written amounts agree – Checks must be made payable to the Regents of the University of California (or UC Regents) – Checks must be signed – No third party checks can be accepted – Upon receipt, check must be endorsed with a UC endorsement stamp “For deposit only”

The Day of the Sale Issuing Voids (assumes same-day transaction as purchase) – If using cash register, follow void process for that system – If receipt had been issued, obtain the original receipt from customer (retain for use in settlement later) – If customer paid with cash, return the cash after voiding the receipt or the register transaction – If customer paid with check, return their check (never cash!) after voiding the receipt of register transaction – Two separate individuals are to review and initial the voided receipt

The Day of the Sale Issuing Voids (assumes same-day transaction as purchase) – If using cash register, follow void process for that system – If receipt had been issued, obtain the original receipt from customer (retain for use in settlement later) – If customer paid with cash, return the cash after voiding the receipt or the register transaction – If customer paid with check, return their check (never cash!) after voiding the receipt of register transaction

After the Sale – Settlement Procedures Reconciling the Register (if applicable) – At end of day or sale, print “Z” tape – First cashier verifies that count and amounts listed for cash and checks total what's on Z tape – Second cashier or supervisor verifies that count and amounts are correct – Deliver cash and checks along with the "Z" tape to the UCCE County Office as soon as possible after the event

After the Sale – Settlement Procedures Reconciling the Cash Receipts Log – At end of day or sale, reconcile all cash and checks to written receipts and cash receipts log – Total all columns verifying that all match the total collected – Preparer signs the log sheet with original signatures, certifying the accuracy of the $$ and listing – Submit all cash, checks, and pink & yellow receipt copies to UCCE Office Manager – Deliver to the UCCE County Office as soon as possible after the event, preferably same or next business day

Physical Safety of Cash Collected Very important to ensure that all cash and checks are secured in a locked, safe place between date of event and delivery to County Office • All employees and volunteers must take adequate steps to ensure security and prevent theft – Deposits must be prepared, made and reported in dual custody in a complete, timely and accurate manner – Cash and cash equivalents must be locked in a secure receptacle or safe until being prepared for deposit – Keys for locked receptacles should be maintained by two separate employees – Combinations should be changed periodically, especially as handlers leave ANR's employment

Timeliness of Deposits • Bank Deposits must be made on a timely basis and supported with appropriate documentation – Deposits over $500 must be made immediately or as soon as possible after event – Deposits of less than $500 must be made at least weekly

Other Helpful Hints • Pre-registration for events is encouraged through the ANR on-line survey tool • If using credit card for payment, do not promote use of US Postal Service for submitting registration fees • All credit card transactions must be PCI compliant - make sure all volunteers and employees are diligent in protecting sensitive information – Awareness of identity theft issues – Important to protect sensitive information – It is our responsibility to process all cards and transactions responsibly

Resources • ANR Credit Card Survey System http: //ucanr. edu/sites/surveys/ • UC cash receipt books must be ordered at http: //ucdbuy. ucdavis. edu, Catalog #71461 -137 • Statement of Cash Collection Form available on BOCK website

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