Cash Handling & PCI Policy

Overview

Cash Handling

The Cash Handling section provides step-by-step procedures to help departments securely collect, store, transport, and deposit payments made by cash or check. These guidelines are designed to support internal controls, promote segregation of duties, and fulfill audit and compliance requirements.

Resources include:

  • Cash Handling Guidelines: Detailed instructions for proper handling and safekeeping of physical payments.

  • Training & Certification: Required training for staff involved in cash collection or processing to ensure secure and compliant practices.

  • Forms & Resources: Deposit logs, authorization forms, and cash handling documentation.

  • Policy Documents: Access to the university’s official Cash Handling Policy, with annual review schedules and contact points for questions or reporting.

Following these practices helps protect university assets and ensure fiscal accountability.

 

PCI Compliance

The PCI Compliance section outlines the standards for protecting credit and debit card information in accordance with the Payment Card Industry Data Security Standard (PCI DSS). Any department that accepts or processes card payments must follow these protocols to ensure data security and reduce the risk of breaches.

Resources include:

  • PCI Standards & Protocols: Requirements for secure systems, approved equipment, and card data handling.

  • Training Requirements: Mandatory staff training who process credit/debit cards to ensure awareness of compliance responsibilities.

  • Self-Assessment Tools: Templates and guidance for departments to evaluate their PCI compliance.

  • Policy Documents: The full PCI Compliance Policy and related security procedures, including how to report a breach.

These standards help protect sensitive information and maintain the university’s compliance posture with industry regulations.

Staff and Faculty Resources


A Departmental Deposit refers to funds received by a university department for purposes other than student account payments (e.g., not for tuition or fees). Common examples include event income, sponsorships, or program fees not tied to student billing.

  • Submission Process:
         All departmental deposits must be submitted to the University Main Cashier's Office and must comply with the University Cash Handling Policy and Procedures
  • Key Guidelines:
    • Use the official Departmental Deposit Form when submitting funds.
    • Include clear documentation identifying the source and purpose of the funds.
    • Departments are responsible for securing funds until they are deposited to the University Main Cashier’s Office
Department Deposit Form (PDF)

The purpose of this document is to establish a campus protocol and procedural guidelines for the handling of cash and cash equivalents and an appropriate segregation of duties in accordance with the University and ICSUAM Policies 6000. University Main Cashiering: Cashiering Handling Procedure (PDF)

  • ICSUAM 6100 –
  • ICSUAM 6200 -
  • ICSUAM 6201 -
  • ICSUAM 6202 –  
  • ICSUAM 6330 –
  • ICSUAM 6340 –

Training & Certification: Annual mandatory training modules for staff involved in payment collection or processing to ensure awareness of responsibilities and security practices.