7350P Cash Collection (Procedures)

Original Date: 10/1/1995 * Last Revision Effective: 10/19/2020
Policy Contact: Vice President, Administrative Services


The purpose of these procedures is to ensure that cash collections are handled in a secure manner.


According to security requirements spelled out by the office of financial management and the state auditor’s office, authorization for petty cash and change funds is approved and monitored for internal controls by the executive director of finance. The three primary areas within the college that are authorized to collect cash are:

  1. cashiering;
  2. bookstore;
  3. food services.

Areas of the college other than those listed above must make special arrangements with the finance office prior to any event (e.g., fund-raisers, student dances, etc.) at which money will be collected.

All payments must be properly receipted, reconciled, and deposited within 24 hours.

Money from receipts in high-volume areas and offices (such as north campus, international student programs, early learning center) should be transported in locked bags by public safety staff.

Change funds (cash box money) must be stored in locked bags in a safe overnight.

Revision History

Original 10/1/1995
Revisions 3/22/2005; 5/21/2009; 9/24/2012; 10/19/2015; 10/19/2020

Approved By

President’s Cabinet

Last Updated October 19, 2020