Financial Management Office Cash Handling & Deposits

Financial Management Office Cash Handling & Deposits Informational Session Presented by Wendall Ho

University of Hawaii Financial Management Office Contact Information Treasury Office 2444 Dole St., Bachman Annex 13 Honolulu, HI 96822 Phone: 956-8527, Fax 956-2148 email: [email protected]

University of Hawaii Financial Management Office Staff Name Area of Responsibility Phone Number Email Wendall Ho Julie Montiho Treasury Officer Dishonored checks, bank adjustments Electronic funds transfers Deposits 956‐2144 956‐8527 [email protected] [email protected] 956‐0815 [email protected] 956‐8526 [email protected] Jan Oshiro Shelby Ozaki

University of Hawaii Financial Management Office The Treasury Office: Reconciles deposits to UHGA Administers the credit card and eCommerce program Processes dishonored checks Centrally manages short term investments Administers the change fund program

University of Hawaii Financial Management Office The Treasury Office: Coordinates the establishment of night depository agreements Coordinates the establishment of electronic fund transfer agreements Transmits General Fund receipts to State

University of Hawaii Financial Management Office AP 8.701 Receipting and Depositing of Funds Received by the University Describes procedures for receipting, recording, depositing and safeguarding of UH funds in accordance with State and UH policies.

University of Hawaii Financial Management Office Receipting Procedures Always issue a pre-numbered receipt for cash received. Receipt books are available for purchase from State Price List or office supply store. Endorse all checks immediately. Checks must be payable to University of Hawai‘i or applicable campus. (e.g. Windward Community College)

University of Hawaii Financial Management Office Check Payment Procedures Student’s University ID no. or driver’s license no., local address, and phone number must be on the check. Check must be for the exact amount due. Written and numerical amounts must be the same. Do not accept post dated checks.

University of Hawaii Financial Management Office Department responsibilities Segregation of duties, someone other than the cashier does the reconciling. Deposits are made daily to the bank and recorded in KFS using AD, CCR and CTRL. At the end of the month, department/business office reconcile deposits to eThority FBSP090D report.

University of Hawaii Financial Management Office Deposit adjustments When your deposit to Bank of Hawai‘i is different from what’s on the deposit slip, the bank will issue a Debit Memo or Credit Memo. Refer to the Matrix to adjust deposits: http://www.fmo.hawaii.edu/cash handling/docs/Processing changes AD and CCR documents.pdf

University of Hawaii Financial Management Office Debit Deposits and Adjustments Matrix (partial)

University of Hawaii Financial Management Office AP 8.702 Establishment of Electronic Funds Transfer for Receipt of Funds EFT is an efficient method of payment. Specific agreements between the remitting agency and university department must be established. Contact Treasury if you need help in completing agencysupplied EFT form. UH version http://www.fmo.hawaii.edu/cash handling/docs/EFT Form UH.pdf

University of Hawaii Financial Management Office Wire Transfers Departments expecting a wire should inform Treasury Office via email to [email protected]. We will monitor the checking account and notify the department when it is received. Department prepares a AD or CTRL for recording in KFS. The remittance advice must be attached to the edoc.

University of Hawaii Financial Management Office AP 8.710 Credit Card Program Procedures for requesting approval to accept credit cards and processing of credit card transactions. Security policies and procedures for safeguarding of credit card data.

University of Hawaii Financial Management Office Contract terms Contract with Bank of Hawai‘i expires April 30, 2017. Accept Visa, MasterCard, Discover and JCB credit cards. Accept AFFN, NYCE, STAR, Maestro and Interlink pin-debit cards. Department responsible for merchant fee and chargeback. There is no cost for terminal rental in the current contract.

University of Hawaii Financial Management Office Security Policies and Procedures for Credit Card Data Everyone is responsible for preventing theft or inappropriate use of credit card data. Data disposal is subject to State of Hawai‘i records retention schedule. The mag stripe and CVV code shall not be electronically stored. All but the last 4 digits of the credit card number must be masked. If the credit card number must be stored, it must be encrypted or truncated.

University of Hawaii Financial Management Office Security Policies and Procedures for Credit Card Data - eCommerce Install and maintain a firewall. Change the vendor provided passwords and other security parameters. Protect stored data. Encrypt transmission of data across public networks. Use and regularly update antivirus software. Develop and maintain secure systems and applications.

University of Hawaii Financial Management Office Security Policies and Procedures for Credit Card Data - eCommerce Restrict access to data by business need to know. Assign unique IDs to each person with computer access. Restrict physical access to cardholder data. Track and monitor all access to network resources and cardholder data. Regularly test security systems and processes. Develop internal procedures on security.

University of Hawaii Financial Management Office Payment Card Industry Data Security Standard (PCI DSS) Developed to increase controls around credit card data to reduce fraud. Applies to systems that process, store, or transmit card holder data. Standards are frequently reviewed and updated by PCI Council. IP addresses are scanned quarterly. All merchants must complete Self Assessment Questionnaire (ver 3.0) annually.

University of Hawaii Financial Management Office Card Data Breach Cost Merchant is fined by each card association of up to 500,000. Merchant is responsible for the cost of notification, replacing affected credit/debit cards and providing credit monitoring services. University’s reputation is severely harmed with students, parents, alumni and the public. Must report to the Legislature.

University of Hawaii Financial Management Office Face to Face Transactions Check the card for a signature. Unsigned card is considered invalid and should not be accepted. Cardholder must sign the receipt*. Compare signature on receipt to signature on card. Compare the last four (4) digits of the card number to the card number printed on the receipt.

University of Hawaii Financial Management Office Processing an EMV Enabled Card Signature and PIN requirements vary by issuer. Follow prompt on terminal. May be prompted: PIN and signature, signature only, PIN only, or no signature. If signature is not required, the signature line will not be printed on the receipt.

University of Hawaii Financial Management Office Credit card refunds If the sales transaction was paid by credit card, the refund must be processed back to the same credit card. This reduces the chance of fraud since the customer is not given a cash refund and also protects the cardholder. Pursuant to contract terms, the merchant fee is also refunded. If the refunds exceed sales, process a CCR with a negative amount.

University of Hawaii Financial Management Office Chargebacks Occurs when cardholder disputes charge. Bank bills the merchant for the chargeback. Merchant is responsible for paying the invoice. Merchant must respond to chargeback notification by the date on the form. Provide as much information as possible in the response.

University of Hawaii Financial Management Office Daily processing All terminals must be closed and transmitted daily. Deposit is electronically transferred to UHGA and credited the next business day. Transactions processed through TouchNet payment gateway are settled automatically each night. Process a CCR to record the net deposit in KFS.

University of Hawaii Financial Management Office Monthly processing Review monthly merchant statement to ensure all batches have been properly credited. Promptly pay all merchant fee and chargeback invoices.

University of Hawaii Financial Management Office AP 8.711 Electronic Payments via University Websites Licensed TouchNet Marketplace as the University’s eCommerce platform. Departments authorized to sell goods and services may use Marketplace. Credit cards are accepted for payment. uStore – storefront uPay – Merchant develops web application that links to Marketplace for payment.

University of Hawaii Financial Management Office Features No cost to merchant to use TouchNet application. TouchNet Ready Partners for specific applications such as student recruitment and application, event ticketing, noncredit registration, and on-campus parking. Marketplace has mobile functionality.

University of Hawaii Financial Management Office AP 8.740 Dishonored Checks Procedures for processing dishonored checks. Maker must be promptly notified of dishonored check. After 3 or more dishonored checks, UH can refuse to accept personal checks from maker.

University of Hawaii Financial Management Office Department responsibilities Treasury initiates ND in KFS. FA updates the clearing account to the revenue account on the ND. FA creates DM invoice in KFS AR. After Treasury approves the DM invoice, generate and mail the Bill and Notice of Dishonored Check to Maker.

University of Hawaii Financial Management Office Department responsibilities In addition to the check amount, collect the dishonored amount plus service charge ( 25.00). The service charge, which can not be waived, is deposited to the State general fund (G 000 KFS 9992xxx). Payment is applied first to the return check charge and then to the dishonored check amount.

University of Hawaii Financial Management Office Centrally manage short term investments The University makes pool investments. Investments are made for a longer period, thereby earning a higher interest rate. Funds are invested in certificates of deposit and U.S. government securities.

University of Hawaii Financial Management Office Pool interest distribution GALC distributes pool interest. Interest credited to account is identified by object code 0541. The formula is based on daily cash balance for the month and proportionate share of participation. Interest is paid on positive cash balances and deducted for negative cash balances.

University of Hawaii Financial Management Office Cash flow It is the department’s responsibility to notify Treasury of any single expenditure of 300,000 or more or revenue collection of 300,000 or more that is not part of the routine collection. email to: [email protected]

University of Hawaii Financial Management Office AP 8.750 Establishment and Maintenance of Change Funds The change fund is an authorized sum of money used to make change. Procedures to establish change funds, increase or decrease of change funds, changes to custodian or alternate custodian, recording overages and shortages, and cash counts.

University of Hawaii Financial Management Office Department Responsibilities Custodian should do cash counts weekly. Fiscal officer must do an unannounced cash count at least once a year. Overages and shortages must be reported.

University of Hawaii Financial Management Office Establishing night depository agreements If your department has an event that is held after normal business hours or is off-campus, contact us to make arrangements for night deposit to the nearest bank branch.

University of Hawaii Financial Management Office AP 8.760 IRS Compliance for Report Cash Payments 10,000 Comply with IRS reporting requirement. Received more than 10,000 in cash, 12-month period from one person. Can be single or 2 or more related transactions. Complete IRS Form 8300 & tracking form and send to Treasury within 5 days.

University of Hawaii Financial Management Office Helpful Links FMO: http://www.fmo.hawaii.edu/index.html Deposit Instructions: http://www.fmo.hawaii.edu/financial systems/docs/Deposits Training Manual.pdf DM Instructions: http://www.fmo.hawaii.edu/financial systems/docs/DM procedures.pdf AD and CCR Debit Entries and Adjustments Matrix: http:// www.fmo.hawaii.edu/cash handling/docs/Processing changes AD and CCR docu ments.pdf

University of Hawaii Financial Management Office Questions?

Financial Management Office Thank You for attending this training session.