Financial Transactions / Cash Handling

1. Mail Services can take payments in the form of cash, check, credit card or Bobcat Card Catcash for the purchase of services and retail items.
   • Mail Services cannot cash checks or Money Orders.
2. Mail Services  will accomplish standard cash handling practices as dictated and in accordance with the University Cash Handling Policy and procedures detailed below.
3. Mail Services receives payment for services and retail items from other than University departments. When these payments are received, the following steps are followed:
   • Checks are endorsed with the “For Deposit Only, GCSU” stamp.
   • Each check is posted in a check log maintained by the Mail Services Manager.
   • Cash and check transactions are entered into the Mail Services Point of Sale (POS) system and a receipt is generated.
   • Credit Card transactions are entered into the Credit Card terminal and receipts are generated. The customer receives a copy of the receipts. The original or merchant copy of the credit card receipt is retained for the reconciliation report.
   • Bobcat Card transactions are entered into the POS machine and receipts are generated. The POS receipt is kept for reconciliation purposes.
   • At the end of the day the Mail Services manager, or authorized alternate, closes out the drawer(s) and runs a reconciliation report. This report along with an inventory of cash value items, such as stamps, to verify the payments received balance with the report.
   • The reconciliation report, actual cash, checks, credit card receipts, and Bobcat Card receipts are compiled into a Georgia College Daily Transmittal Sheet and then taken to the Business Office for deposit.
   • Deposits are made daily. A deposit receipt is received from the business office and then filed with a copy of the Georgia College Daily Transmittal Sheet as a record for audit purposes.
   • If no transactions were accomplished a record indicating no change in balance must be generated and will be retained for audit purposes