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- Critical Procedures
Last Updated: January 11, 2024 8:33:23 AM PST
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If you handle cash or checks for your department, please review the procedures on this page.
Cash control procedures
These cash control procedures are based on UC Business and Finance Bulletin 49 (BUS-49) (PDF) and fall into 4 main areas, which are listed below. See the following links for more information about each area.
- Segregation of duties prevents employees from concealing errors or irregularities.
- Asset accountability ensures that assets are accounted for, properly documented and secured, and trackable to specific cash handlers.
- Physical security focuses on the safety of people and the proper maintenance and control of assets.
- Reconciliation procedures ensure proper documentation and approval of transactions.
Segregation of duties
Ideally, the functions in the table below should be performed by different individuals to maintain a system of checks and balances. Sometimes, however, staffing levels require that one individual perform 2 or more of the functions.
Function | Example of duties |
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Recordkeeping |
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Authorization |
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Asset custody |
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Reconciliation | Performed at a supervisory level or by department's accounting office
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Asset accountability
The functions in the table below enable cash handlers to maintain a proper accountability structure.
Function | Example of duties |
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Individual |
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Cash |
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Process |
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Physical Security
The physical security functions in the table below ensure the safety of people and assets.
Function | Example of duties |
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Monitoring |
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Physical layout |
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Personnel pre-screening |
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Inventory control |
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Reconciliation
The functions in the table below ensure proper documentation and approval of transactions.
Function | Example of duties |
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Transaction recording, documentation and follow-up |
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Authorization and approvals |
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Segregation of duties |
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