1. Purpose and Objectives

These procedures outline the treatment of all monies collected by the University.

2. Definitions, Terms, Acronyms

Collections - monies received by the University in the forms of cash, cheques, money orders, electronic funds transfers, credit or debit card payments, EFTPOS, bank drafts and telegraphic transfers.

Bank Drafts – cheques from banks situated outside of Australia.

EFTPOS – Electronic Funds Transfer at Point of Sale.

OSS - OneStopSecure, UQ's revenue receipting system.

PCI-DSS Payment Card Industry Data Security Standards.

QAO - Queensland Audit Office.

Telegraphic Transfers – electronic transfers made from a foreign bank to the University’s bank account. Also known as wire transfers.

3. Procedures Scope/Coverage

These procedures apply to any person who collects and receipts monies within or on behalf of the University.

4. Procedures Statement

Compliance with these procedures will ensure audit requirements for the accounting of payments are adhered to and will provide protection to officers handling monies.

5. Safeguarding University Monies

It is the personal responsibility of every staff member involved with the collection, receipt and custody of University monies to safeguard those monies adequately whilst it is under their physical control. This includes:

• Planning cash collection to minimise the potential for significant amounts of monies being retained on University premises overnight.
• Where it is necessary to retain University monies on premises overnight, such as for Petty Cash, responsible officers are required to use a lockable cash box and the lockable cash box should be locked and placed in a safe, strong room, lockable drawer or other suitable storage unit, when not immediately required.
• Where it is necessary to regularly retain larger cash amounts on premises – i.e. greater than $1,000.00 – a suitable safe should be used. The safe may be accompanied by other security measures such as CCTV or alarm systems.
• The custodian of the safe and cash box should keep the key with them at all times. For absences, an appropriate handover should take place, ensuring the contents of the safe or cash box are accounted for.

5.1 Private funds

University staff shall not mix private monies with University funds under their control. Staff cannot cash cheques for any person out of University funds.

No University staff member shall keep, or permit to be housed, any private monies or documents in an official safe or strong room, or lodge or permit to be lodged, private monies in an official University bank account.

6. Monies Received in Person

Organisational units are not permitted to issue receipts unless they have access to the OneStopSecure (OSS) cashiering system. 

All organisational units that have access to OSS must enter the receipt of funds into their OSS system immediately and issue a receipt of payment to the customer.

6.1 Cash, cheques and money orders

6.1.1 Cash

Only OSS Cashiers permitted to accept cash can accept cash in the form of Australian currency notes and coins only. All foreign currencies are to be converted at a foreign exchange facility before being receipted in OSS.

For enquires as to the conversion and/or exchange of foreign currencies, contact the FBS Cash Allocations team at cash@uq.edu.au. 

Please note that cash should never be sent to a cashiering area via the internal mail as it is not a secure method of dispatch.

6.1.2 Cheques

Cheques (personal, bank and bank drafts) will be accepted provided they are payable at a bank operating under an Australian banking licence, or will be honoured by such a bank. Cheques are to be made payable to “The University of Queensland”.

Foreign currency cheques/drafts will be accepted provided they are issued in the currency of the drawer’s country, i.e.: US dollar cheques drawn on a US bank. Any enquiries as to the ability of the University to accept a foreign cheque/draft are to be referred to the FBS Cash Allocations team.

Foreign currency cheques cannot be receipted until converted to Australian dollars, therefore, all such cheques are to be forwarded to the FBS Cash Allocations team with a payable invoice to receipt the funds against.

Change will not be given on a cheque, nor are cheques to be cashed.

6.1.3 Money orders

Only Australian dollar money orders are accepted, and are treated as cheques. Money orders from other countries cannot be banked or cashed in Australia so they are not an accepted method of payment.

6.2 Credit card payments

Only those organisational units that have been authorised by the Chief Financial Officer are able to accept payments made by way of an approved credit card. Credit card types that are accepted by the University consist of MasterCard, Visa Card and in some cases American Express. Organisational units wishing to offer this facility must submit a written request to the Chief Financial Officer. Prior to the submission of such requests, units are to discuss the intended purpose and operation of the card facility with the FBS Cash Allocations team. Once a card facility has been approved, the FBS Cash Allocations team will make the necessary arrangements with the bank. A register of organisational units offering card facilities is maintained by the FBS Cash Allocations team.

The minimum amount for card transactions is $5.00 and no cash advances or cash out payments are to be made.

Each month the bank provides statements to the University detailing the service charges applicable to the card transactions processed during the period. Where applicable, the FBS Cash Allocations team will allocate these charges against a single bank charges chart string held centrally.

6.2.1 Payments by EFTPOS (Card Present)

Where an organisational unit has been authorised by the Chief Financial Officer to accept card payments, either via OSS or via a standalone EFTPOS terminal, credit card payments must be processed immediately.

Mobile EFTPOS facilities are also available on loan from the FBS Cash Allocations team on request. Requests must be forwarded to cash@uq.edu.au in advance and are subject to availability.

6.2.2 Payments where Credit Card is Not Present

In circumstances where it is not possible for a customer to pay in person (i.e. the credit card is not present), use the following:

1. Web Payments (preferred method) - Where permitted customer processes the payment directly via the UQ Web Payments page. For setup of Web payments, complete an Online Payment Setup Request located at https://staff.uq.edu.au/information-and-services/finance/income-payments/receiving-banking/uq-payments.
2. Over the phone credit card payment to the FBS Collections and Receivables team. Payment is to be processed immediately by UQ staff into OSS while the customer is on the phone (no card details are held or recorded).

NOTE: Credit card information must not be stored in hardcopy or electronically on any University infrastructure. This includes paper, databases, electronic files, or email. 

7. Monies Received Through the Mail

Where practicable, all inward mail, whether received by post or hand-delivered, will be opened in the presence of two staff members assigned for the purpose (one from a different organisational unit), preferably in a secure location. If only one staff member is present, that person shall not be responsible for any duty relating to the receipting of monies received in the mail.

Every cheque or other negotiable instrument received and payable to The University of Queensland or its organisational units must be specially crossed immediately upon the opening of the mail. If a cheque is not already marked “Not Negotiable”, the staff member must stamp the cheque as such.

7.1 Recording of monies

Where an organisational unit has access to the University’s receipting system (OSS) it must issue an official University receipt immediately.

Organisational units that do not have access to the University's receipting system (OSS) should not be accepting money from customers. Instead, they should direct the customer to pay through one of the payment options listed on the UQ Invoice or pay online if applicable.

The statutory period of retention for all records relating to the receipting of monies is seven years, as per the Queensland State Archives (General Retention and Disposal Schedule for Administrative Records dated 23/03/14).

8. Issuing University Receipts

8.1 General

Only official University receipts from an approved cash register or computerised accounting system are to be used for the receipting of monies paid to the University.

The issue of unofficial receipts is NOT permitted.

Official receipts are not to be issued for any purpose other than the original acknowledgement of the acceptance of monies.

Organisational units are not to issue receipts for donations.

All donations in response to an appeal are managed by the Advancement Office. Any funds received for donations are to be forwarded to the Advancement Office for processing. For more information on the accounting procedures and taxation matters regarding donations, gifts and bequests to the University, please refer to PPL 8.25.03 Donations and Bequests.

8.2 Cash registers and cash floats

Any proposal for organisational units to acquire or replace separate cash registers must be referred to the Chief Financial Officer for approval.

Requests for new cash floats or to amend the existing float amount are also to be forwarded to the Chief Financial Officer for approval.

8.2.1 OneStopSecure (OSS) revenue receipting system

OSS is a revenue receipting system, also known as a Point of Sale (POS) system, and is the University’s official receipting system.

The purpose of the OSS receipting system is to provide a standard approach to the collection of revenue at the University.  The system also provides a user-friendly cashiering front end and enables payment receipting via the Internet.  The system can exchange information with UniFi and eliminates double entry of payment information.

8.2.2 Cash register control procedures

Control procedures for cash registers are as follows:

1. Receipts must be issued to customers immediately.

2. Organisational units are to advise customers that cheques are to be made payable to “The University of Queensland”.

3. Only cheques drawn on Australian banks (not Australia Post money orders) are to be specially crossed "not negotiable" as soon as received. The receipt number must be written on the reverse side of the cheque and money orders. Change will not be given on a cheque nor will cheques be cashed. All bank drafts (foreign cheques) are to be forwarded to the FBS Cash Allocations team for processing.

4. Cash payments from the till in settlement of official accounts are not permitted under any circumstances.

5. If payment is received as a result of a UniFi invoice being issued, the invoice number is to be recorded on the front of the receipt and all copies.

6. Foreign currency monies will NOT be processed on a cash register. These monies must be converted to AUD before receipting.

7. The custodian of collections is required to keep cash and negotiable instruments in a locked cash box overnight, which in turn will be kept in a secure place, preferably a strongroom or steel safe, access to which is controlled. Staff who have custody of money are to retain the keys to the cash box securely in their personal possession.

8. A POS Cash Register Take-Off Sheet is to be maintained to record the daily OSS totals and is to be signed by the senior operator.

9. Receipts issued by the Cashier or deposit slips issued by the bank, covering monies lodged by the organisational unit, are to be stapled to the relevant page of the POS Cash Register Take-Off Sheet.

10. Where practicable, an independent senior officer (checking officer) is required to check the entries in the deposit book against the OSS totals and the Cashier’s printed receipts. Where monies are lodged direct with a bank the check will be against the machine totals and the receipted bank deposit slip. The checking officer is required to countersign the POS Cash Register Take-Off Sheet to certify its correctness.

11. Certain cash registers have a sequential control number (known as a "Deposit Number") which prints following the totalling of the register on the end of day report (EOD Report). The cashier and the checking officer must ensure that the “Deposit Number” is sequential to the previous day’s number.

12. All cancelled receipts are to be noted on the POS Cash Register Take-Off Sheet together with the reason for the cancellation and reference to the replacement receipt, if any, that was issued. Checking staff members will satisfy themselves as to the reasons for the cancellations prior to signing the POS Cash Register Take-Off Sheet for the day.

13. All voided or cancelled receipts and POS Cash Register Take-Off Sheet are to be retained for inspection by both internal and external audit staff. The statutory period of retention for these records is three years.

14. Variations in cash register readings arising from the mechanical adjustment of any register are to be certified on the POS Cash Register Take-Off Sheet by the maintenance firm responsible.

15. Should there be a change of custodian, the outgoing officer is required to reconcile the money on hand with the details recorded in the POS Cash Register Take-Off Sheet. Upon acceptance of custodianship, the incoming officer is required to check the reconciliation and both officers are to sign and date the POS Cash Register Take-Off Sheet to confirm the amount handed over.

8.2.3 Minimum requirements for cash registers

(a) Cash register - The cash register is required to have adequate accumulating capacity.

(b) Printing - The cash register must print automatically on a receipt form with respect to each amount of money received:

•  the amount received;
•  a consecutive receipt number;
•  the date of receipt; and
•  where practicable, an identification of both the operator and the cash register.

The capacity of the printer will not be less than the accumulating capacity of the cash register.

(c) Audit total and other accumulations - The cash register will feature an audit total into which every amount for which a receipt is issued by that cash register is to be accumulated continuously.

The cash register is required to be capable of accumulating separate totals for the mode of payment, (i.e. “cash”, “credit (or debit) cards” and “cheques and other negotiable instruments”) and providing those totals for more than one operator.

9. Lodging Monies 

9.1 Depositing monies to a University bank account

Where approval has been granted by the Chief Financial Officer, organisational units (mainly off the St Lucia campus) may bank collections directly into the main University bank account.

All monies collected are to be transferred to the main University account at least weekly and on the last working day prior to 31 December each year. Any large sums collected should be cleared to the main bank account on the day.

Monies are to be lodged with the bank in the same form (for example, cash, cheque) as they were collected or received.

Monies deposited to bank accounts are restricted to monies collected for purposes of the University. Private monies are not to be banked to a University bank account.

All particulars of deposits, including the deposit bag numbers and drop off or collection dates, are to be recorded in a bank deposit book.

The deposit slip is to be referenced with the receipts or summary thereof. The final receipt duplicate or summary thereof is to be similarly referenced with the total amount and date of the deposit.

Upon completion of banking, a senior officer is required to check the record of receipts against the deposit slip, and is to initial the last receipt relevant to the banking to record this check.

Where monies are deposited directly to the main University bank account without a deposit slip or agent number, payment advice must be forwarded on the same day to cash@uq.edu.au. This advice will include the value, valid chart-string/s, including natural account/s, and the GST treatment to facilitate the allocation of funds to the specified University general ledger account/s and account for GST. 

The bank deposit slip is to be retained in accordance with the relevant procedures contained in Section 8 “Issuing University receipts”.

10. University Bank Accounts

10.1 Opening bank accounts

The University's main bank accounts are controlled by the FBS Division. In a limited number of cases additional University accounts are conducted to satisfy special needs arising from the remote location of certain operations, for example the Dayboro Veterinary Surgery.

Generally, separate bank accounts will not be opened to accommodate special activities within an organisational unit. Depositing and expending of funds in respect of a University-related activity is to be through the main University account. These transactions are recorded through a special organisational unit general ledger account opened specifically for this purpose.

Private bank accounts may only be opened by a staff member or a group of staff members for activities that are for strictly non-University purposes, for example, staff social clubs or external associations. These accounts are personal bank accounts and as such, the title of the account must not make reference to the University or the organisational unit's name.

Requests to open new University bank accounts are to be forwarded to the Chief Financial Officer. Prior to the submission of a written request, organisational units should discuss the intended purpose and operation of the accounts with the Treasury Accountant, FBS Division. Once a new account has been approved, the Chief Financial Officer will arrange for staff in FBS Division to open the account with the respective bank.

10.2 Operational arrangements

Banking arrangements will be made or varied only under the authority of the Vice-Chancellor, on the advice of the Chief Financial Officer.

Correspondence between the University and the banks concerning:

• opening and closing of bank accounts;
• alteration to the designation of an account;
• linking of a credit/debit card facility to an account;
• appointment of cheque signing officers; and
• cancellation of appointments as signing officers,

will be attended to by the Chief Financial Officer.

A bank account will not be closed until all transactions with respect to that account between the University and the bank have been completed and every cheque drawn on that account has been paid by the bank and debited to that account or the value thereof cleared from that account.

No bank account, other than the main University account, is to be overdrawn.

10.3 Bank reconciliations

A reconciliation between the balance indicated by the bank statement and the balance indicated by the general ledger account for the bank account is to be performed as at, and as soon as practicable after, the end of each month.

Where practicable, an independent senior staff member who is not the Cashier or an authorised cheque signatory, and is responsible for the bank account, will ensure that each bank reconciliation statement is promptly and correctly performed and that the necessary action is taken in respect to any error, irregularity or abnormal item disclosed by that reconciliation. The staff member will sign and date the statement to indicate the performance of this duty.

Copies of the reconciliation statement and the bank statement are to be forwarded to the relevant sections in FBS Division.