OA Cash Handling

Updated cash handling processes for Orientation Assistants and Operations Interns.

Orientation Assistants - Cash handling during check in 

  1. Pick up change each morning from Union South. You should have $___ available for both Union South and the residence hall check-in location.
  2. Take cash, check or credit card payments from SOAR attendees who still need to pay, 
  3. If there is a student/guest disputing charges:
  • Give credit [refund] request information to attendees who are challenging amount due (do NOT take payment from SOAR attendees in these situations) 
  • If a guest is no longer attending, or another change has been approved, do not edit the reservation itself (i.e. do not remove the guest from the reservation); you should leave the information in that person's reservation, and CFYE will credit the account. This only applies to changes made less than a week out from SOAR, or after their SOAR session. 
4. Return change fund [cash to make change] to Union South at the end of each check-in period. There should never be cash or checks left overnight at the residence hall.

update SOAR registration of attendee to reflect receipt of payment.  

SOAR Operations Intern 
  1. Fill out green "drawer opening" slip and make sure it matching "drawer closing" slip from the night before (should be the amount deposited the day before plus the $200 change fund)
  2. Check all payments received at both sites (Union South & residence halls)
  3. Make sure all credit card sales have receipts, get those in numerical order, 
  4. Check that cash and check sales have been recorded correctly in SOAR reservation system, enter them in Excel spreadsheet
  5. Make sure change fund from both US and Residence Hall is in the locked drawer and each contain $100 (you can take bills from the deposit envelopes to make this happen
  6. Count back Change fund, make sure it is correct, make change from deposit, or from credit union to return it to a small dollar denominations
  7. Review refund request e-mails and forward to Assistant Director for Orientation if appropriate. These should not go to the Coordinator of Orientation Operations to maintain separation of duties.
  8. Fill out green "drawer closing" slip and make sure it is the amount deposited that day plus the $200 in the change fund. Lock all deposit envelopes and change money in black box. 

Keywords:cash, check in, smith, sellery, union south, deposits, credit, handling, money, fees   Doc ID:82468
Owner:Catherine M.Group:Center for the First-Year Experience
Created:2018-05-29 08:46 CDTUpdated:2018-06-15 15:13 CDT
Sites:Center for the First-Year Experience
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