Accounting Manager
(Cash Operations)
Gloria Elizondo
SAHCashMgt@uthscsa.edu
1. What types of deposits are accepted at the cashier's window?
2. Is there a form required for making deposits to a department account?
3. Where can I find a list and description of the class codes necessary for deposits?
4. Why can't I mail deposits in inter-campus mail?
5. Where is the deposit made?
6. How often should a deposit be made?
7. How do I purchase stamps?
8. What if the stamps I want are not available on campus?
9. What do I do if I need stamps immediately and can't wait for the special order to arrive?
10. What are the current postage rates?
11. What can be purchased with petty cash?
12. How do I get reimbursed for petty cash purchases?
13. Is there a time limit to be reimbursed from petty cash?
14. I purchased items through the Internet. What qualifies as a valid receipt?
15. Is there any other way to purchase items for departmental use?
16. How do I obtain a petty cash fund?
17. Where do I go to pick up the fund?
18. Where do I keep my fund?
19. Why do I need receipts?
20. What do I do with the fund if I leave the department?
Deposits
1. What types of deposits are accepted at the cashier's window?
Departmental deposits to institutional funds beginning with:
14000-14xxx
21001
35001
22100-22xxx
23001-23xxx
48000-48xxx (reimbursable account only)
67001 (except initial deposit to establish account). For comprehensive instructions on deposits, please refer to Procedures for Depositing Monies in the Bursar's section of the Handbook of Operating Procedures.
2. Is there a form required for making deposits to a department account?
Accounting has designed a form to be used for all deposits made through the Bursar's Office. This form indicates the basic information necessary to make department deposits. Copies of this form are available from the Master List of forms:
Cash Receipt Deposit Voucher
Please note if your department has a comparable form, which includes all required information, please feel free to use it. Your form must include: account code, PID and the amount.
3. Where can I find a list and description of the account codes necessary for deposits?
A list of class codes may be found on the accounting webpage:
Account Codes (.xls)
4. Why can't I mail deposits in inter-campus mail?
Inter-campus mail does not offer appropriate security for mailing money of any kind, including petty cash reimbursements which are, essentially, cash.
5. Where is the deposit made?
Department deposits should be hand-carried to the Cashier's Window, located at 301L MED.
6. How often should a deposit be made?
Deposits of $200 or more should be made daily. Deposits less than $200 should be made within three business days.
Departmental Postage
7. How do I purchase stamps?
Stamps may be purchased by departments using the Departmental Postage Request Form, (Form No. 395040072), available from General Stores.
8. What if the stamps I want are not available on campus?
Stamps not available on campus may be special ordered at the cashier's window. Special orders generally take 1-2 working days to arrive.
Special orders placed up to the last 5 working days of the month, will be filled in the current month. However, special orders placed during the last 5 working days of the month, will be filled the following month.
9. What do I do if I need stamps immediately and can't wait for the special order to arrive?
If postage is required immediately and is not available on campus, you may purchase it at the post office, following the standard $100 per day per person limit for petty cash. A petty cash form must be completed and handled accordingly. For comprehensive instructions on deposits, please refer to the Handbook of Operating Procedures, Section 6.4.3.
10. What are the current postage rates?
DHL
DHL envelopes are no longer available as they have discontinued domestic service.
Petty Cash Reimbursements
11. What can be purchased with petty cash?
Office and lab supplies, for institutional use only, that are not available through General Stores, Today's Office, UT Graphic Services or the UT Computer Store.
For a comprehensive explanation of petty cash reimbursements and purchases, please refer to the Bursar's Section (6.4) of the Handbook of Operating Procedures.
12. How do I get reimbursed for petty cash purchases?
Petty Cash Reimbursement Vouchers are available from General Stores (Form #395040102). Complete the voucher and attach a valid receipt. For a definition of "valid receipt," please refer to the Bursar's Section 6.4 of the Handbook of Operating Procedures. Hand carry the voucher to the Cash'er's Window, for reimbursement.
13. Is there a time limit to be reimbursed from petty cash?
Yes. Petty cash vouchers must be submitted within 60 days of the purchase date.
14. I purchased items through the Internet. What qualifies as a valid receipt?
The shipping invoice will suffice, as long as it contains: vendor name, date of purchase, description of items, amount of purchase and type of payment.
15. Is there any other way to purchase items for departmental use?
Yes. please refer to Purchasing Frequently Asked Questions.
Petty cash funds
16. How do I obtain a petty cash fund?
Petty cash funds may be requested by your department, using the Petty Cash Fund Request Form available on the Master List of Forms. Petty cash funds are typically used for patient participants in studies, or departmental change. Once completed, the Petty Cash Fund Request Form is forwarded to the Office of the Bursar for approval. When the fund is approved, the paperwork is sent to the Bursar's Cashier and the custodian is notified. For a comprehensive explanation on obtaining a petty cash fund, please refer to the Bursar's Section (6.4) of the Handbook of Operating Procedures.
17. Where do I go to pick up the fund?
Once the custodian has been notified, he or she needs to see the "Petty Cash Guidelines" film. This film may be accessed through the Library's BLIS, Video Number: VT 99-379, from any computer on campus. The film must be seen before the fund is transferred to the custodian. After seeing the film, the custodian may retrieve the fund from the Bursar Cashier.
18. Where do I keep my fund?
It is the responsibility of the custodian to obtain a lock box and receipts. Both are available either through Today's Office or any office store. The fund, receipts and custodian paperwork should be kept in the box, in a secured area of the department.
19. Why do I need receipts?
The fund is subject to audit, therefore, receipts must be maintained by the custodian. The receipt should reflect the signature of the participant, description of service, amount received and participant's ID number (if the study is confidential).
20. What do I do with the fund if I leave the department?
If the custodian leaves the department, the Health Science Center or if the fund is no longer required, it is the responsibility of the custodian to return the fund, cash and receipts used to the Bursar Cashier.
Contact Cash Operations using the SAHCashMgt mailbox.
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