department of athletics policies & procedures - UNC Wilmington ...

Any variations or exceptions to UNCW regulations must have written consent
from the Comptroller.
Registration and Approval for Cash Receipting Privileges
All departments intending to receive cash receipts as a part of their normal
operation must request cash receipting privileges from the Comptroller and
receive advance approval for conducting each receipting purpose.
When receipting purposes change or when there are receipting staff changes,
departments must notify the Comptroller by submitting a new request for
receipting privileges.
Cash receipting privileges must be renewed annually. (See B: 10
Departmental Receipting Privileges Form)
Recording of Receipts
All university departments and activities shall record all cash receipts as soon
as the funds are received.
Departments and activities that receive cash receipts as a part of their normal
day-to-day operations must establish an audit record. The audit record may
require a log or receipt book in certain instances, as explained in the
Departmental Record-Keeping Guidelines for Cash Receipting.
When the use of receipt books is appropriate, departments must use official
UNCW receipt books purchased or approved for purchase through the
Cashier's Office. The Cashier's Office requires departments to keep unused
receipt books in the Cashier's Office for safekeeping.
Safeguarding of Un-deposited Funds
The department head is responsible for the safekeeping of all un-deposited
cash receipts held by the department or activity and must ensure that such
items are placed in a locked safe or other adequately secured container at all
times when the items are unattended.
Loss or Theft of Undeposited Funds
Failure to adhere to the provisions of this policy in the event of a loss or theft
of funds and other valuables could result in the department having to cover the
loss from department funds. Such losses may not be charged to state or federal
funds.
All losses or thefts must be reported immediately to both the University Police
Department and the Comptroller.
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