(REMITTANCE MUST BE MADE WITHIN FORTY-EIGHT (48) HOURS OF THE RECEIPT OF THE FUNDS)

Every office that collects payments for the University should have a copy of "Cash Handling Policies" prescribed by the Vice Chancellor for Business and Finance. Copies are available upon request to the Bursar's Office. These policies should be reviewed periodically by all personnel handling receipts on behalf of UNL.

The following step-by-step procedure is recommended for reconciliation and preparation of the Bursar Remittance. It is also suggested that the following procedure be performed on a worksheet or scratch paper and then transcribed to the Bursar Remittance form.

PLEASE REFER TO ATTACHED SAMPLE

1. Count Your Cash:
   

   1. If you have an authorized change fund which was issued by the Bursar, separate that amount from the rest of the money in your cash drawer/box.
   2. Count the remaining coin and currency (also refund slips if your department is authorized to pay refunds) and enter the amounts in the appropriate blanks.
   3. Prepare an adding machine tape of checks, money orders, and travelers checks. You must submit this tape with the checks. Be sure the tape shows the adding machine was cleared before adding.
   4. Enter the total of coin, currency and checks on the TOTAL REMITTANCE line (1a).
      
2. Enter Total of Receipts Written:
   
   1. If you receipted the money on official UNL prenumbered receipt forms (padded or continuous) enter the first and last of consecutive numbers on the appropriate lines. You may use more than one line to accommodate using more than one series of receipts.
   2. If any receipts were voided, list them separately in the same area. The white and yellow copies are to be sent in with your deposit.
   3. Add all the receipts and write the total on the TOTAL PER RECEIPT Forms line. Be sure the adding machine tape shows that the adding machine had been cleared before adding. Save the tape since it must be submitted with the Comptroller copies (yellow) of the receipts listed.
3. Enter Cash Register Readings:
   1. If you receipted the money on a cash register, enter the present and previous cumulative non-resettable grand total readings on the appropriate lines.
   2. Subtract the previous reading from the present reading and enter the difference on the line TOTAL PER CASH REGISTER.
   3. If there are any adjustments (over-rings, charge sales other than bankcard sales, etc.) enter the net (+ or -) on the TOTAL REGISTER ADJUSTMENTS line (3c). If the figure is a negative amount, please bracket [ ] it to indicate it is to be subtracted. Retain in the department office all details concerning register adjustments. Keep them available for examination by auditors.
4. Enter Total Sales:
   Add the TOTAL PER RECEIPT Forms--TOTAL PER CASH REGISTER--TOTAL REGISTER ADJUSTMENTS and enter the total on the TOTAL SALES line.
5. Enter Bankcard Sales:
   If your department is authorized to accept Visa or MasterCard, add the bankcard charges and enter the totals on the appropriate lines, including the TOTAL BANKCARDS line.
6. Enter Net Cash Sales:
   Subtract the TOTAL BANKCARDS from the TOTAL SALES and enter the difference on the NET CASH SALES line.
7. Reconcile Net Cash Sales and Total Remittance:
   If your NET CASH SALES amount is not equal to your TOTAL REMITTANCE (1a), recount your cash (change fund too) and recheck your other computations, adder tapes, etc. If (after you have made any necessary corrections) the TOTAL REMITTANCE (1a) does not agree with the NET CASH SALES, enter the remittance overage or [shortage] on the appropriate line. (NOTE: Cash over/short should be initialed by the managerial academic/administrative person responsible for the account(s) involved and an over/short log should be maintained in each department.)
8. Enter Department Name and Date
9. Enter Accounting Distribution:
   1. Enter the FA Number.
   2. Enter the GL Account Number which is appropriate for your particular department's income. The account for any non-routine collections should be obtained from the Accounting Department.
   3. Enter the Cost Object number.
   4. Enter the amount. Repeat for each entry. If you are completing the form with a typewriter and have more than five cost objects, you may single space for up to ten. If you have more than ten, contact the Bursar for additional instructions.
   5. Add the amounts in the AMOUNT column and write the total (must agree with 1c and 7) on the TOTAL REMITTANCE line (9e).
10. Indicate the address to which we should return the validated copy of the Bursar Remittance. The validated copy will have a reference number that will appear on SAP as the document allocation number.
11. Sign the Bursar Remittance and indicate your campus telephone number.
12. Avoid unnecessarily wrinkling the Remittance form. Keep the green copy for your records until the receipted pink copy is returned to you.