STANDARD OPERATING PROCEDURE VETERINARY HEALTH COMPLEX

Transcription

1 STANDARD OPERATING PROCEDURE VETERINARY HEALTH COMPLEX Section: Administration Date of Issue: 11/10/2004 Issued By: Administration Part: Daily Deposit Processing Revision #: 3 Revision Date: 3/19/2014 Pages: Board Approval Date: 11/10/ SOP #: 39 Introduction: It is the standard operating procedure of the NCSU Veterinary Health Complex (VHC) to establish daily deposit processing procedures to ensure that all cash and other forms of payment are reconciled to daily revenue reports with clear delineation of responsibility and accountability. Procedures: The procedure for processing daily deposits is as follows: CASHIER 1. Opening Cash Register Remove cash drawer from safe in business office Count cash in register should be $100 initial calculator tape with date and time and place in cash drawer In UVIS, go to Applications, Accounting, Daily Register Select the register you wish to open by clicking on that line to highlight it the number of the register should match the number on the cash drawer lid Registers associated with cash drawers are registers 1-5 in UVIS. These should only be used in the Terry Center ER/Internal Medicine, Health & Wellness Center and the Pharmacy. Click on the Open Register button To log on to register, click on Cashier Logon button 2. Cashing Out and Closing Your Register Go to Applications, Accounting, Daily Register and highlight the register you are signed on to by clicking on that line Add up your checks, credit card slips, Care Credit, All Campus Card transactions and cash in your drawer over $100 and compare to UVIS totals by clicking on Preview Totals button If yours match UVIS, enter in your amounts in the Cashier Column and click on Close Register button Select Register History tab, highlight your register by clicking on that line and then click on Print Register Totals and Print Register Transactions button to print your reports if you are out of balance, the Register Transactions report will help find your error by comparing your payments with your UVIS entries. Lock your cash drawer up in the safe in the business office and place your payments in a deposit bag this bag gets put in the top lockbox compartment of the safe.

2 ACCOUNTANT UVIS Daily Accounting 1. In UVIS, select Application, Accounting, Daily Accounting. 2. Enter previous business day s date and select Query Data button. 3. Click on Totals/Deposit tab to make sure end of day ran for that day. 4. Click on Register tab. 5. Highlight each register one-by one and verify deposit bags: Pull out cashier reports with Register Totals report on top. Match the batch number on the report with the one in the computer. Count money and verify against report If any reports are missing, reprint them for that cashier Enter totals in Accounting section of Register tab for each cashier If totals match, click on Acct Review box to the right of each cashier and Save entries Message box will appear click OK 6. Select Totals/Deposit tab and select Calculate Totals button. 7. Take out two University deposit slips and enter document numbers in University Deposit # box and Save entries. 8. Select Calculate Totals box and print screen. 9. Combine cash and checks from all registers and verify total against report. Keep credit card slips separated by cashier but add together to get total and compare to report. Enter total cash deposit on one deposit slip and total check deposit on the second deposit slip (see Spreadsheet instructions for determining whether to deposit to hospital or practice plan). Make sure all checks have been endorsed with NCSU stamp. The Speed Type account number for both slips for Hospital Deposit is and the Account number is For Practice Plan Deposits, the Speed Type account number is and the Account number is Complete Daily Balance Sheet form with totals and sign in the Prepared By section. 11. Enter deposit ticket numbers in the University Deposit box at the bottom right of the screen. Select remaining buttons to print all reports (Post/Print Deposit Transmittal, Print A/R Charges Transmittal, Print Deposit Slip Data, Print A/R Charges Summary, Print Credit/Debit Memo), Print Revenue Category Detail button. 12. After all reports have been printed, select Daily Accounting Completed box on left of Totals/Deposit tab and Save entries. Print Totals/Deposit screen from UVIS and indicate how much is being deposited to Hosp and PPlan. The amount of All Campus Card transactions should be subtracted on this printout as those funds are deposited via IDT the following month. Total amount should be updated with the All Campus Card transaction total subtracted. 13. Make copy of deposit slips and place original slips with cash and checks in sealed bag for pick up by Dunbar. Prepare Shipping Form for Dunbar and place bag in safe awaiting pickup. When Dunbar picks up, messenger will sign Shipping Book with date and time of pickup.

3 Daily Report - Balancing Check List Complete Total Charges Incurred from Register Transaction Report (ACR0002) for each register. Compare with NET revenue total from Revenue Category Detail Report (ACR0023). Must allow for Client Credits Total from A/R manager s Daily Balancing Report as UVIS will subtract this amount from Net Revenue figure. Complete Total A/R Charge from Deposit Slip Data report (ACR0003) and compare to A/R Charges Summary report (ACR0006). CAUTION: ACR0006 has not been consistently correct since UVIS upgrade in April True figure is total listed on ACR0003. Complete Total Payment Amount from Register Transaction Report (ACR0002) for each register. Compare to Received Totals figure from Deposit Slip Data report (ACR0003). Must allow for Client Debits Total from A/R manager s Daily Balancing Report as UVIS will subtract this amount from the Received Totals figure. Complete Other totals from Register Transaction Report for each register and compare to Other total from Deposit Slip Data report (ACR0003). Must allow for Client Debits Total from A/R manager s Daily Balancing Report as UVIS will subtract this amount from the Other total figure. Reports are to be put together in the following order and then given to Business Office Manager to approve: Daily Deposit Recap Daily Balancing Checklist with A/R manager s Credit/Debit list attached Screen shot of Daily Accounting, Totals/Deposit screen Deposit Transmittal (ACR0004) A/R Charges Transmittal (ACR0008) Deposit Slip Data (ACR0003) A/R Charges Summary (ACR0006) Accounts Receivable Credit/Debit Memo (ACR0007) Revenue Category Detail (ACR0023) Individual cashier reports (Register Totals ACR0001 and Register Transaction ACR0002) Copy of Deposit Slips with check adding tape, credit card slips and batches attached ***Any discrepancies in amounts must be noted and explained thoroughly*** Daily Revenue Recap Spreadsheet 1. Select shared, Hospital, Business Office, Daily s, REVRECAP to open Revenue Recap spreadsheet for current month. 2. Enter HOSP total figure from Revenue Category Detail report (ACR0023) in Hospital Revenue column for that business day. 3. Enter PPLAN total figure from Revenue Category Detail report (ACR0023) in PP Revenue column for that business day. 4. Enter Cash, Checks, Bank Cards and Care Credit totals in appropriate columns from your deposit recap. Total Deposit column will calculate automatically and should match your Total deposit figure from recap sheet. All Campus Card totals should be entered in the corresponding column but are not added into the Total Deposit as these are credited via IDT

4 the following month. The Care Credit fee should be 5% of the sales amount (this is verified against the Care Credit Daily Funding Report once posted). 5. Enter PPLAN figure from Pharmacy and Clinical Compensation revenue categories from Revenue Category Detail report (ACR0023) in Pharmacy & Clinical Compensation PP column for that business day. 6. Bankcard and Care Credit deposits (minus the service fee) always go into the Hospital Deposit column as these are credited via direct deposit to our account. If the deficit/surplus column is negative after these are added, then cash and checks should be deposited to the hospital account. If deficit/surplus column is positive, cash and checks are deposited into the Practice Plan account. Daily Bankcard Deposit Accounting 1. Monthly spreadsheet with daily entries to be maintained on bankcard deposits. Compare total daily figure and card type breakdown from Balancing Reports printed out from credit card machines with figures entered into Wolf Reports by University accounting office. Report any discrepancies to manager immediately. BUSINESS OFFICE DIRECTOR Daily Deposit Review 1. Compare Daily Deposit Recap form entries with totals listed on UVIS Daily Accounting, Totals/Deposits print out. 2. Compare cash and check totals to entries on deposit slips. Print daily batch transaction summary from SunTrust at myclientline.net and include in packet. Verify that this amount matches total of batch slips from credit card machines and make sure totals agree with totals listed on Daily Deposit Recap form and UVIS Totals/Deposit Screen (these are electronically deposited to our bank account do not need to record on deposit slip). Print Care Credit Daily Funding Report for the amount of sales and compare to amount listed on Daily Deposit Recap and UVIS Totals/Deposit Screen. Review All Campus Card Report and compare to amount listed on Daily Deposit Recap and UVIS Totals/Deposit Screen. The Finance Agency amount listed on the UVIS Totals/Deposit screen will be the sum of the Care Credit and All Campus Card transaction totals. 3. Review Daily Report Balancing Checklist to determine if any discrepancies exist and whether they have been documented appropriately. They should only be off by the amount of any client credits or debits processed. 4. Sign and date Daily Deposit Recap form. 5. When deposit slip copies are returned from Cashier s Office, verify against copy of deposit slip in daily balancing package for that day. Attach deposit slips to copy in package. Sign and date Daily Deposit Recap form to indicate that deposit totals agree. Enter amounts posted in the Cash & Checks Deposit spreadsheet on the shared drive in the Business Office, Dailys folder. Verify deposits in Wolf Reporting System and update columns on right side of spreadsheet. Online Monthly Account Reconciliation (OMAR)

5 1. All items posted to account must be reconciled using the OMAR function in the MyPack Portal under Main Menu, Financial Systems, Monitoring Tools & Reports, Online Monthly Activity Recon. Project ID is Source lists the different types of deposits you will need to select by source as there are too many items for the report to display all at once: SUB Service Unit Billings for IDT payment O31 Online Direct Deposits for credit card and Care Credit deposits DD Departmental Deposits for any cash and check deposits Check the box next to each item you are reconciling and then select Change Status of Selected Rows To: and select Reconciled in the drop down box. After the Status shows Reconciled, scroll to the bottom of the page and select Save. You can search again with different criteria to reconcile additional transactions. After the three main groups above have been reconciled, you should clear the Source box and can then review and reconcile any remaining transactions. NOTE: There should never be any charges posted to the account these will need to be transferred via journal to the appropriate sub account. 2. We do not have electronic access to the Practice Plan account so the report will need to be downloaded to Excel and printed for manual reconciliation. Go to MyPack Portal under Main Menu, Financial Systems, Monitoring Tools & Reports, Wolfpack Reporting System (WRS) and enter as the Project ID. The date range needed should be the end of the previous month. Select Current Month Activity Total Revenues, Total Revenues again, Download to Excel. The columns after Line Descr can be deleted as the CVM Accounting Office currently does not use OMAR to indicate the account has been reconciled. Manually check off deposits on the printed report to indicate they have been reconciled. This should be signed and dated once all deposits have been reconciled and included with the monthly Deposit Reconciliation Package. Monthly Deposit Reconciliation Package The monthly package should include all of the following items with reconciliation of each item indicated via check mark or grey shading on electronic files: Daily Revenue Recap Bankcard Deposits Cash & Check Deposits Care Credit Daily Funding Report attached to monthly statement All Campus Card Monthly Transactions Report WRS Report for Suntrust Merchant Services monthly statement (fee review only as credit card deposits reconciled against WRS Printed documents should have date reconciled and initials/name of reconciler.