University Housing
Auxiliary Services is charged with overseeing all financial aspects of University Housing including adherence to Board of Regents Policies and generally accepted accounting principles. This oversight function also includes formulating and implementing sound financial policies and strategic plans for the sustainability of housing facilities and responsible use of all University Housing resources.
Cash Control Policy
Deposits & Application Fees
Payments are occasionally received through the mail and in person. Receipts are written from the proper receipt book. The original receipt is given to the student when paying in person. The original receipt is filed when payment is received by mail. A financial transmittal is prepared and submitted to the Business Office with all monies and the yellow copy of receipts. A copy of the transmittal is kept in the transmittal book with a copy of the receipt from the Business Office.
Camp Fees
Some payments for summer camps are received through the mail. Checks are forwarded to the Auxiliary Services accountant to be deposited. The checks are forwarded to the Business Office with the proper detail code and deposited. A log of checks received and deposited is kept in the Auxiliary Services office.
Programming Funds (for Community Advisors)
Petty Cash funds are maintained by the petty cash custodian (currently the Administrative Assistant/Bookkeeper) and are kept in the University Housing safe. Each Community Director and building has a cash limit per semester to spend on program for their residents. CAs submit programs through an online programming database and are approved by their Community Director. Each program is processed individually. The requested amount of petty cash is taken from the safe and placed in an envelope with a temporary cash voucher documenting the transaction. The CA or Community Director completes and signs the voucher before the money is released. The voucher is maintained in a binder until the receipt and change are returned after supplies have been purchased. A petty cash reimbursement request form is completed for all returned temporary cash vouchers and submitted with original receipts. This form requires signature of the petty cash custodian, the Executive Director of University Housing, and Purchasing. It is then submitted to Accounting for processing to reimburse University Housing for the total funds to maintain the current petty cash programming funds of $5,000.