Date Created: ​May 24, 2024​                     Last Updated: ​July 22, 2024​ 

Overview:   

Cornell Dining has one unit, the Cornell Dairy Bar, that still accepts cash payments for food sales.  Cornell Dairy features a variety of delicious Cornell Dairy ice cream, sundaes, and floats. The Dairy Bar has a $3,000 cash bank on hand. 

Criticality:  ​High​ 

Frequency:  ​Daily​ 

Turnaround:  ​Next Day​ 

Key Parties / Contacts:   


Customer: Pay charges on a timely basis with a valid form of payment 

Dairy Bar Cashiers:  Accept payments in the form of cash and credit cards.  Verify cash received is not counterfeit, and secure cash in locked safe to ensure proper security of payments received.  When processing credit card payments, only staff trained in PCI compliance may accept this form of payment to ensure compliance with PCI requirements.   

Accounts Coordinator:  Counts cash, checks and prepares deposits, reconciles deposits bi-weekly, safe counts done monthly, and reports discrepancies to Dining Manager and FTC. 

Dining Manager: Verifies safe counts, approves deposits, notifies FTC when safe combination is updated.  Receives notification of cash discrepancies for further action. 

SCL FTC:  Reconciles clearing accounts each month to verify payments clear appropriately. Notified of discrepancies in deposits and safe. 

Key Documents / Sources of Information: 

  • Kuali Financial System 

System Access Needed: 

  • Excel 
  • Kuali Financial System (KFS) 
  • OAS Reporting Dashboard (KDW) 
  • CardPointe 
  • Micros 

Possible Problems or Issues Encountered:   

  1. Counterfeit bills 
  2. Stolen or invalid credit cards 

Step by Step Procedures: 

  1. Cashiers are expected to maintain excellent customer service while working a cash register.  Cashiers must be trained on equipment and understand basic functions before working directly with customers. Employees are expected to sign-in to POS devices with their employee ID.  
  2. Employees/Cashiers are responsible for accurate transaction processing.  This includes recording sales under proper tender, accurately counting back change to customers, and using proper cash handling techniques. 
  3. Employees are responsible for the security and accuracy of their cash drawers. Cash drawers and ID numbers should never be shared unless emergencies arise. If an employee is forced to use another employee’s cash drawer, they should sign-out the previous employee and login as themselves. Cash Out forms must be filled out completely and accurately [Appendix 3.1]. 
  4. PCI DSS training is an annual awareness training for staff that helps ensure the proper handling of sensitive data which protects the university and protects the customers. It also helps the university fulfill compliance requirements.


Cash Banks 

Pick-up Procedure 

  • Cashiers that do not have assigned banks and individual compartments in a safe should request a safe box key from the Account Representative to access a safe cash box drawer or receive a cash bank directly from the manager. 
  • When cash banks are received, employees should also have a set cash amount, a plain white deposit envelope, a zippered deposit bag, and a Cash Out Form.  An adding machine tape of the denominations or Cash Out Form included in the cash box might be taped to the inside of the metal box lid or inside the bag, with the beginning amounts already filled in for the cashier to verify against.  Amounts should be verified and initialed. 
  • Cash Out Form must be filled out with amounts by denomination on the left side of the sheet (this represents the opening cash).  Totals should match beginning amount.  Cash banks should only include paper money and coin; they should not include any checks/travelers checks, etc.… If there is any discrepancy, a supervisor should be contacted immediately. 
  • Once a cash box is verified, the money must go directly to the cashier’s station.   
  • Employees must then login to the POS device/register with Cornell ID card and enter the starting bank into the terminal.  Close register drawer when finished.  

 

Turn-in Procedure 

  • At the end of a shift, employees must log out of POS device/register and count the denominations in the drawer.  All coin, currency, checks, etc. must be recorded in the closing cash column of the Cash Out Form.  The beginning bank should be subtracted to equal the initial deposit. 
  • Cash drawers must be counted entirely with all records made the right side of the Cash Out Form. 
  • Receipts must be sorted and batched by type before turning them in. 
  • Another staff member must verify the deposit before submission of the deposit.  Cash Out Forms must be signed by both parties. 
  • Cash boxes must be returned to the designated area in the safe or to the Account Rep / Manager.  If temporary keys were assigned, they must be turned with the cash envelope after the return of the cash box to the safe. 
  • Cash deposits, coupons/patron promotions, IDC’s, Guest Meal Tickets, and Cash Out Forms should be secured in a white envelope. Envelopes must contain unit name, business date, meal period or shift. 

 

Cash Handling Procedures 

Drawer Etiquette 

  • Bills should be placed in drawer with smallest denominations to the right. All bills should face the same direction to make it easier to spot “problems”.   
  • Employees should use counterfeiting pens on paper currency, especially during times of heightened awareness.  Managers should notify cashiers and door checkers of these times. 

 

Errors & Corrections 

  • If a mistake/possibility of a mistake occurs, a copy of the receipt must be printed.   
  • Errors must have written explanations on the receipt.   
  • Managers or another authorized person should process the correction in the register as soon as possible.   
  • Corrections should be made the same day as the error if possible and must be made during the same meal period. 

 

Voids & Unusual Transactions 

  • Employees print out void log from Micros and attach to cash out forms. (Manager approves in Micros as voids occur.) 

 

Breaks 

  • While on breaks, employees should log out & take cash drawers to a secure location if new employee will be taking over.  
  • If drawers cannot be moved to secure location at a unit, employees should at least log out and have new employee login, this allows there to be a record of who processed transactions during a specific period. 

 

Discrepancy Reports 

  • Cash overages/shortages in excess of $5.00 must be reported on a discrepancy report [Appendix 3.5] by an account representative or the reconciler. 
  • IDC overages/shortages of any amount is to be reported on a discrepancy report. 
  • Discrepancy Report Forms must be filled out within 48 hours of discovery of overages/shortages.   
  • Managers should discuss discrepancies with cashier.  
  • Form is submitted to the BSC with the daily POS reconciliation. 
  • FTC logs the information from the form, per cashier, and will be report information to the Dining director monthly.  
  • Cashiers with consistent and/or recurring discrepancies will be re-trained and may be subject to disciplinary actions. 

 

Safe General Handling: 

  • Combination for safe is changed each semester or when a staff person with access leaves their position. 
  • Safe has a pad code entry which is kept behind two locked doors. 
  • Daily received payments and receipts are kept secured in safe at tall times until deposit is completed. 
  • Each day, reconciliation is done to ensure payments received match receipts. 
  • There is never a cash drawer used outside the safe for any part of our daily operation. 
  • Safe is reconciled once a month. Cash is counted and signed off by two different staff. The Accounts Coordinator and verified by Office Manager 
  • Reconciliations are then signed and sent to FTC. Copy can be found at – 

Z:\BSC and Residential Services Share\Petty Cash reconciliation 

 

Loomis Armored Car Deposits and payment processing 

  • Deposits are processed by Accounts Coordinator by completing the deposit form and verified by a second staff person. 
  • The deposit is then placed into a locked bank bag and put in safe until deposit is picked up. 
  • Bags with broken locks or fasteners should not be used. Damaged bags should be replaced or returned the Rifkin Co. for repair.   
  • Ensure that each bag is locked before pickup. 

Key Risks 

Key Controls 

Misappropriation of cash. Theft of cash could result in disciplinary action and/or legal implications to staff and loss of revenue for the University. 

 

  1. Cash handling policies and procedures are currently in place. 
  1. Payments are secured in a locked safe with limited access.  
  1. Combination for safe is changed annually or when a staff person with access leaves their position. 
  1. Each day, reconciliation is done to ensure payments received matches receipts. 
  1. Safe is reconciled monthly and verified by another staff member. 

Lack of segregation of Duties 

  1. Deposits and counts are verified by another staff member. 

Credit Card data could be at risk of fraud if not handled appropriately. 

  1. All staff handling credit card data complete PCI training annually and follow PCI process requirements. 

Metrics: 

  • Monitor actual cash sales to budget 
  • Total cash discrepancies 

Glossary of Key Terms/Acronyms: 

  • KFS – Kuali Financial System 
  • OAS – Oracle Analytics Server, financial reporting tool (formerly known as OBIEE) 
  • GL – General Ledger 
  • FTC – Financial Transaction Center that processes financial transactions 

Dining Cash Handling Process Flow Chart

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