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Other
Accounting Procedures
INDEX:
OTHER ACCOUNTING PROCEDURE 1:
OTHER ACCOUNTING PROCEDURES 2:
OTHER ACCOUNTING PROCEDURES 3:
PROCEDURE FOR MANUAL CASH RECEIPTS
RECEIPT BOOK USAGE
All departments must use pre-numbered receipt books
obtained from the Cashier's Office for all University cash receipts. These books
are available at a cost of $3.00 per book.
INFORMATION REQUIRED
Cash: Name, date and amount must be on each receipt. If the cash is to be posted
against a student account, social security number is required.
- Check: TWU
Community Person: Name, social security number, date and amount must be on each
receipt.
- Check: Non-TWU Community Person: Name, social security number or
drivers license number, date and amount must be on each receipt.
- Credit
card: Name, date, amount, social security or taxpayer identification number, the
entire credit card number and expiration date must be on the receipt.
DISTRIBUTION OF THREE PART RECEIPT
White copy: Give the top copy of
the receipt to the individual paying the bill.
Yellow copy: Attach the
yellow copy of the receipt to the deposit transmittal form with all cash and
checks and take to the Cashier Window. It is the department's responsibility to
endorse all checks being deposited with the University standardized endorsement
(see below). The department may order a stamp with the following endorsement:
TEXAS WOMAN'S UNIVERSITY
FOR DEPOSIT ONLY
00-1397-9
FIRST STATE
BANK-DENTON
Pink copy: Attach the pink copy of the
receipt to a copy of the deposit transmittal form and retain in the department
for your records. Write the cash receipt number provided at the Cashier Window
on the departmental copy of the deposit transmittal form. In an audit, the
department is responsible for providing all pink receipt copies with the deposit
transmittal form and cash receipt number to the auditor.
TIMING OF DEPOSITS
Deposits must be made at minimum once per week.
Daily deposits should be made if there is a volume of receipts in that day.
TRANSPORTING DEPOSITS
Departments must use a sealed envelope or cash
bag when transporting funds from their office to the Cashier's Office. Cash bags
may be obtained from the Cashier's Office. Deposits being transported from the
Dallas to Denton campus must be in locked cash bags -- request these through the
Cashier's Office. RECORD RETENTION
All three
copies of a voided receipt should be in the receipt book. Department
should list the reason for the void on the receipt.
Receipt book
information must be retained in receipt book number order for four years. Once
the information passes four years it maybe discarded.
PETTY CASH FUNDS USED FOR CHANGE
The Department is responsible for
the funds while in their possession. The pretty cash funds used for change must
be kept separate from other petty cash funds the department maintains. Justas
for petty cash funds, change funds must be kept in a secure area with access
limited to authorized employees only.
Procedure for Vendor File Inquiry,
Additions and Maintenance
(Please see Attachment R)
OTHER
ACCOUNT PROCEDURE 2:
PROCEDURE FOR TWU AUTHORIZED
BANK ACCOUNT
No bank accounts may be established using the TWU
federal taxpayer identification number without being authorized by the TWU Board
of Regents. All TWU authorized bank accounts fall under the control of
the TWU Controller's Office. A department in need of a TWU authorized bank
account must submit a request to the TWU Controller. The request must state:
why a separate bank account is needed,
the University purpose for the bank
account,
what funds would be deposited and withdrawn from the account,
the person responsible for the account, and
anticipated transaction volume
for the account.
The TWU Controller will respond to the request. If the request is
approved, the TWU Controller will request approval for the bank account from the
TWU Board of Regents. Upon approval by the TWU Board of Regents, the
Controller's Office will establish, manage and reconcile the bank account.
OTHER ACCOUNTING PROCEDURE 3:
PROCEDURE
FOR TWU PAYMENTS FOR SERVICES PERFORMED BY INDIVIDUALS WHO ARE NOT U.S.
CITIZENS:
If your department is going to invite an individual, who is not a US
citizen, to come to the United States to perform a service for the
University, you MUST follow the procedures listed below:
A.
Contact Colleen Sallee at 3563 to see if the individual that will be
performing the service for the University is from a country that has a
tax treaty with the United States. If a tax treaty does apply, a form
8233 will be forwarded to your departments by Colleen Sallee.
B. When you have negotiated the details of the service to be performed
with the individual, send a Letter of Invitation
(Attachment V).
This will insure that he/she arrives in the US in a status that will
allow the University to pay for the services rendered.
C. Process a
requisition through Purchasing.
D. When the individual arrives in
the United States, please have the Foreign National Information Form and
the Form 8233 (if applicable) completed. Request the Foreign National
Information Form and Form 8233 from Payroll--Colleen Sallee.
This must be done before any payment is received. Place purchase order
number on forms and forward the completed forms to Colleen Sallee in the
Payroll Office for review and processing.
PAYMENTS FOR SERVICES
PERFORMED BY INDIVIDUALS WHO ARE NOT U.S. CITIZENS:
If your
department is going to invite an individual, who is not a US citizen, to
come to the United States to perform a service for the University, you
MUST follow the procedures listed below:
A. Contact Colleen
Sallee at 3563 to see if the individual that will be performing the
service for the University is from a country that has a tax treaty with
the United States. If a tax treaty does apply, a form 8233 will be
forwarded to your department.
B. When you have negotiated the details
of the service to be performed with the individual, send a Letter of
Invitation
(Attachment V).
This will insure that he/she
arrives in the US in a status that will allow the University to pay for
the services rendered.
C. Process a requisition through Purchasing.
D. When the individual arrives in the United States, please have the
Foreign National Information Form and the Form 8233 (if
applicable) completed. This must be done before any payment is received.
Place purchase order number on forms and forward the completed forms to
Colleen Sallee in the Payroll Office for review and processing.
For additional information, contact the
Accounts Payable Office.
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