Cash Handling-Research Stores

Completing Checks and Credit Card Procedures for Research Stores

CHECK PROCESSING PROCEDURES

1. Research Stores does not accept cash. Checks or credit cards only are accepted as payment for laboratory supplies

sold to students. These supplies include but are not necessarily limited to laboratory coats, laboratory notebooks,

binders, periodic tables, laboratory exam gloves, technology products, glassware and other materials as needed for

various laboratory classes.

2. A 2-part sales receipt is printed by the point-of-sale (POS) program (DacEasy Point-of-Sale). The next sequential

number is generated by the program and printed on the receipt (a complete audit trail is provided for all activity of

the cash registers by the software). The day/month/year and time of day are also printed on the receipt. The program

prints a description of the merchandise, the unit of sale, number of units purchased, selling price and extended price.

The receipt footer has the subtotal, sales tax, total amount due and the amount paid. Any subsequent changes to a

processed receipt will cause the receipt to be automatically voided by the computer. The yellow copy of this receipt is

given to the customer.

3. Personal checks are only accepted by University employees authorized for that purpose and who have signed

Addendum A (MAPP 05.01.01) acknowledging the University of Houston's cash policies and procedure. Employees

also must take the annual required Online Finance Training courses (Cash Handling).

4. The following information is required before accepting checks for payment:

• A valid driver's license or a valid government ID
• Review the Master Check List to verify that the check writer's name is not on the list.

5. Checks are stamped on the back with Department affiliation and Cost Center account number for deposit. Checks are

deposited according to the University MAPP policy - funds totaling more that $100 are deposited within one working

day of receipt. Amounts less than $100 are deposited within five working days. Checks are held in a safe in the

Manager's office until the deposit is made.

6. A cash receipts report in Crystal Reports is generated whenever cash receipts need to be deposited. Sales receipts are

scanned and converted to PDF documents. A Cash Deposit Summary Form is prepared, listing all checks, check date,

name on check and amount of check - this document is scanned to PDF. A bank deposit slip is prepared and the

checks are put in a bank transmittal bag. This bag is kept in the safe in the manager's office until picked up by UHPD.

7. Cash Deposits are prepared by the Assistant Manager, the PeopleSoft Journal Entry is prepared by the Manager and

the Cash Report, Cash Deposit Summary Form and Bank Deposit slip are uploaded with the journal. The PeopleSoft

Journal is submitted to workflow for approval by the Department Business Manager. The University Police department

is called (x30600) and a cash pickup is requested. Pickup must be requested by 3 pm for same day pickup, otherwise

pickup may be the following day. The bank transmittal bag, hard copy of PeopleSoft Journal and hard copy of bank

deposit slip is picked up by the UHPD. UHPD transfers the Journal copy and bank transmittal bag to Room 6 of the E.

Cullen Building.

8. The PoepleSoft Journals are reconciled monthly with an internal log.

CREDIT CARD PROCEDURES

1. Credit cards are accepted in accordance with MAPP 05.01.01 and SAM 03.A.06.

2. Visa/MC and Discover credit cards are accepted as payment for laboratory supplies sold to students. These supplies

include but are not necessarily limited to laboratory coats, laboratory notebooks, binders, periodic tables, laboratory

exam gloves, technology products, glassware and other materials as needed for various laboratory classes.

3. Credit card sales are only accepted by University employees authorized for that purpose and who have signed

Addendum A (MAPP 05.01.01) acknowledging the University of Houston's cash policies and procedures. Employees

must also take the annual required Online Finance Training courses (Credit Card Processing, Credit Card Accounting

and Credit Card Data Security).

4. Research Stores does not lease credit card processing equipment. Credit card sales are processed via the Chase

Paymentech Orbital Gateway. The Sales Coordinator, Assistant Manager, and Manager have unique logins for this site.

A receipt is prepared using the DacEasy Point-of-Sale system which issues a unique sequentially numbered two-part

receipt. The customer credit card number, expiration date, amount and order ID (POS receipt #) is entered into the

Paymentech site for authorization and capture. If authorization is successful then the approval number is written on

the POS receipt which is signed by the customer. The customer receives the yellow copy of the sales receipt.

5. Credit card sales are automatically settled each night by Paymentech. The batch settlement process initiates transfer

of funds from the credit card companies to a University bank account and provides a unique batch settlement

transaction number verifying a successful posting of funds.

6. The Assistant Manager of Research Stores is responsible for preparing a credit card sales report using Crystal Reports.

This report and the Chase Paymentech Batch report are converted to PDF documents and uploaded with the Journal.

The Journal is prepared by the Manager and submitted into workflow to the Department Business Manager for

approval.

7. The PeopleSoft Journals are reconciled to the Chase Paymentech monthly statements.

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