Finpol 106 Cash Handling Policy
CASH HANDLING
POLICY
Policy Ref:
Finpol 106
Author
Head of Finance
Version
1.0
Date approved by Employment and
Finance Committee
18 November 2014
Finpol 106 Cash Handling Policy
CONTENTS
Introduction ........................................................................................................................... 4
Summary of key points ............................................................................................... 4
PAYMENT METHODS ............................................................................................................... 4
Bank Transfer/BACS ................................................................................................... 5
Payment by Cheque (Financial Services only)................................................................ 5
Bankers Draft (Financial Services only) ......................................................................... 5
Payments by Cash ...................................................................................................... 5
CASH HANDLING .................................................................................................................... 5
Storing Cash .............................................................................................................. 5
Accuracy.................................................................................................................... 6
Cheques .................................................................................................................... 6
Tills ........................................................................................................................... 6
Reconciliation of Income ............................................................................................. 7
Vending Machines/Student Card Top up/Library Fines ................................................... 8
Banking Preparation ................................................................................................... 8
Cash banking (GBP coins and notes) ............................................................................ 8
Cheque Banking (Financial Services only) including sterling travellers cheques ................ 9
Overseas Cheques/Drafts ............................................................................................ 9
Transportation of Cash ............................................................................................. 10
Security Company Cash Collection ............................................................................. 11
ANTI-MONEY LAUNDERING RULES ........................................................................................ 11
Cash Payments ........................................................................................................ 11
Refunds (Financial Services only) ............................................................................... 12
SAFES AND INSURANCE ........................................................................................................ 12
Safe - Locations ....................................................................................................... 12
Safe - Insurance Limits ............................................................................................. 12
Safe - Checks ........................................................................................................... 12
Safe – Keys & Combinations ...................................................................................... 13
PAYMENT CARD INDUSTRY DATA SECURITY STANDARD (PCI DSS) ......................................... 13
Petty Cash (Financial Services only) ........................................................................... 14
Floats ...................................................................................................................... 14
Requests for change (Coins) ..................................................................................... 15
Appendix
Appendix
Appendix
Appendix
Appendix
Appendix
1:
2:
3:
4:
5:
6:
Petty Cash Voucher ........................................................................................... 16
PCI DSS ........................................................................................................... 17
CC/DC Information Security Policy ...................................................................... 21
Safe Check Sheet .............................................................................................. 22
Change Request Form ....................................................................................... 23
High Risk Countries – HE Sector ......................................................................... 24
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Finpol 106 Cash Handling Policy
VERSION CONTROL
Version
Date of effect
Summary of amendment
1.0
26 Nov 14
This is a new document, formally part of Financial Regulation Policy.
Cash Handling now has its own policy
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Finpol 106 Cash Handling Policy
INTRODUCTION
The University deals with large volumes of cash and in order to protect both staff and the
University it is important that cash is handled in a secure manner. This document provides the
rules and instructions governing all types of payments made to the University. This includes
payments from individuals, customers and other corporate bodies. The aim of the policy is to
provide a reference for consistent treatment. The cash handling policy should be adhered to at all
times and is mandatory for all staff. Failure to comply with this policy may result in disciplinary
action. Faculty Directors and Heads of Service are responsible for ensuring that their staff read the
policy and ensure that they adhere to it. If you suspect any financial irregularities or fraud
concerning cash you should notify your Line Manager immediately.
Summary of key points
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Where ever possible the taking of cash should be restricted as much as possible,
alternative methods of payment i.e. credit/debit cards via the web, bank transfers, or
drafts/cheques (Financial Services only) should be offered and encouraged as preferred
methods of payment.
It is essential that all monies are kept in a secure environment until they can be collected
and transported to the bank.
The location of safe keys and knowledge of safe combinations should be restricted to key
staff only.
The following procedures must be adhered to when handling any amount of income.
Each Dean or Director shall be responsible for ensuring that their staff adhere to this policy.
PAYMENT METHODS
Income can be received by the following means:
Credit/ Debit Card Payments

Online Payments
Payments can be made via our secure web page at www.staffs.ac.uk/payhere. All major
credit/debit cards are accepted

Dynamic Currency Conversion
Customers who wish to pay via credit/debit card in a currency other than GBP can come along
to the Finance Office at either Stafford or Stoke. Their payment will be converted from their
chosen currency using the best available rate offered by the bank on that day.

Over the phone (Financial Services only)
Payments can be made over the phone by contacting Financial Services on 01785
353536/01782 294412. We must speak to the cardholder to get permission for the card to be
used. Customers should have their account number and invoice number to hand.

Recurring Credit Card Payments (RCP)
Recurring card payments can be set up via the web for accommodation or tuition fees. RCP
payments are not allowable on some types of card e.g. Solo cards and therefore these are not
accepted. Customers should check with their card issuer in advance to ensure their card is
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Finpol 106 Cash Handling Policy
suitable for recurring payments.

Point of sale
All major credit/debit cards can be used to pay for good/services in our Finance Office at
Stafford/Stoke and in our various University outlets, e.g. Catering, Library, Sports Centres,
using chip and pin card terminals.

Contactless – Point of Sale
All major credit/debit cards can be used to pay for good/services in our various Catering and
Sports outlets using the contactless card terminals for all payments under £20.
Bank Transfer/BACS
Payments for student fees can be made directly into our bank account by bank transfer. All
payments made must include the student’s full name, student number and invoice number. Please
be aware that transfers can take up to a week to be received and processed by the University.
Please keep a copy of your transfer documentation as your proof of payment. Please contact
Financial Services for our bank account details.
BACS payments can be made directly into our bank account. Please ensure you quote your
customer number and invoice number when paying by BACS. Please contact Financial Services for
our bank account details. Remittance advices should be sent to Staffordshire University, Financial
Services Beaconside, Stafford, ST18 0AD or via email to [email protected].
Payment by Cheque (Financial Services only)
All cheques should be made payable to “Staffordshire University” or the relevant subsidiary
Company. Please ensure your full name, customer number and invoice number are quoted when
sending them through the post. All cheques must be drawn on a UK bank account and be paid in
Pounds Sterling. Cheques are only accepted at Financial Services through the post to Financial
Services, Beaconside, Stafford, ST18 0AD or in person at the Cashiers Office at Stoke or Stafford.
Bankers Draft (Financial Services only)
All bankers drafts should be made payable to “Staffordshire University”. Please ensure your full
name, customer number and invoice number are quoted on all correspondence. Banker’s drafts
are only accepted at Financial Services through the post to Financial Services, Beaconside,
Stafford, ST18 0AD or in person at the Cashiers Office at Stoke or Stafford.
Payments by Cash
Payments in cash can be accepted where payment by the above option are not available and in
our Catering outlets, Sports Centres, IS Helpdesks, Libraries and Art Shop. We strongly advise
students against carrying large amounts of cash and therefore wherever possible payments should
be made via credit/debit cards or via bank transfer.
CASH HANDLING
Storing Cash
Cash taken at any outlet should only be stored overnight in a safe. It should not be kept in cash
boxes, left lying around on desks or in filing cabinets. Cash boxes can be used to store petty cash
floats, cash taken at outdoor/fundraising events but these must be kept in a locked safe overnight.
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Accuracy
When physically counting cash always take your time and if you are unsure count the cash again.
If you are handed a large volume of mixed notes it is easier to split the notes into their
denominations before counting to avoid confusion.
Don’t be distracted or intimidated by customers and if the notes look or feel differently than usual
check them with a counterfeit detection pen before accepting the notes. These pens are available
from the University’s stationery supplier. If a counterfeit note is detected it should be removed
from the customer so that it is no longer in circulation.
The note should then be sent to the bank, in the security bag, separately from the genuine notes.
It should not be entered onto the paying slip, or processed through the tills. Counterfeit bank
notes are rare but any notes taken and not detected at source will be charged back to the original
source. If you are struggling or the customer is disputing the value of cash handed over then ask a
colleague to double count it for you.
When keying debit/credit card transactions, ensure the correct amount is entered and checked by
the customer before being processed. It is advisable to process the payment through the credit
card terminal before processing it through the till so that you are sure the payment has been
authorised. This is not possible in the Catering/Sports outlets.
Cheques
When taking
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a cheque from a customer (Financial Services only) check the following:
The date is valid ( i.e. not post-dated)
Correct Payee (Staffordshire University, or other subsidiary Company)
The amount in words and figures match
The cheque is signed
Any amendments are initialled by the customer
Tills
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Tills should only be operated by members of staff or those employed through Unitemps.
Cash handling should not be carried out by individuals on work experience placements.
This Cash Handling Policy should be read in conjunction with the Data Protection Act. The PCI
DSS Compliance forms (See Appendix 2) must be signed by all staff before they commence
cash handling.
Any member of staff using a till system must receive the appropriate training.
Each till operator must have their own login. Till logins should not be shared and operators
must always log out of their session in order for each transaction to be identifiable for
reconciliation and audit purposes.
If it is necessary to leave the till unattended it must be locked (where appropriate) and the key
should always be kept with the Operator until they return to the counter.
When processing a transaction, the till drawer should not be left open any longer than
necessary.
Cash held in the till should be kept to a minimum.
Cash uplifts should be done as appropriate during buy periods. These should be recorded on
the till.
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Reconciliation of Income
Each Outlet across the University is responsible for reconciling and banking their own Income.
 At the start of each day the float should be checked by the Operator and any discrepancies
should be brought to the attention of their Line Manager/Supervisor.
 All sales transaction must be processed through the till. This includes vouchers, hospitality
vouchers, credit/debit cards and cashless card payments.
 An official University receipt (produced by the till) must be issued if requested by the
Customer.
 Notices must be displayed near the point of sale informing customers that receipts are only
given on request.
 At the close of business each day a “Z” reading must be taken by a Supervisor (where
possible) on each till. Supervisors responsible for taking “Z” readings should not (where
possible) operate the tills.
 “Z” readings must be recorded as consecutive numbers. Missing readings must be reported to
the Supervisor immediately.
 Cash must be counted discreetly in a secure area and aware from public view.
 Where ever possible two staff must be present when cashing up.
 All cash should be counted and the value of the float removed from the total. A cash
reconciliation form should be completed for each till which should be checked and
countersigned by a supervisor. The form should include the following:
o “Z” Number
o “Z” Reading
o Cash transactions
o Credit/Debit Card Transactions
o Vouchers
o Hospitality vouchers
o Cashless Card Transactions
o Float
o BGC Slip Number (added when banking is completed)
o Signature of staff member completing the form
o Authorised signature from Supervisor checking the form
The actual cash balance should be reconciled to the theoretical cash balance (the Z reading) and
any variances recorded. Any variance or discrepancy should be investigated immediately whatever
the value. Any discrepancy over £10 should be reported to the Supervisor and Financial Services
immediately.
The completed forms should be taken to Financial Services in a sealed envelope on a daily basis
and should have the “Z”readings from the till, the credit card terminal readings and slips attached
to the form.
The forms must be hand delivered to Financial Services to ensure we comply with PCI DSS data in
transit regulations.
These will be entered onto Oracle Financials by the Cashiers and will be retained for audit
purposes for 7 years.
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Finpol 106 Cash Handling Policy
Vending Machines/Student Card Top up/Library Fines
University maintained cash machines are subject to this policy.
Vending machines maintained by a third party are subject to the terms of the conditions of that
contract. When accessing the cash box in a vending machine there must be two members of staff
present where possible. The vending machine cash box must never exceed £300 for insurance
purposes.
Vending machines should be emptied as required and the money banked along with the normal
daily takings. Vending cash income must be reconciled to the vending stock or readings from the
machine.
Banking Preparation
Following the daily reconciliation of income, Income should be prepared for banking ready for
collection by the Security Company for transportation to the bank. The staff responsible for cash
handling in each outlet are responsible for the banking preparation. Cash must be counted
discreetly in a secure area and away from public view.
Cash and cheques (Financial Services only) must be banked daily and a Bank Giro Credit (BGC) slip
completed. The BGC slip number must be entered onto the cash reconciliation sheet for bank
reconciliation purposes. BGC books can be obtained from Financial Services at Stafford or Stoke.
The books will be assigned to each outlet within the University and will have unique paying in
numbers which will allow identification of takings sent to the bank.
Cash banking (GBP coins and notes)
Separate cash from the till into coin and note denominations.
 Coins
o Coins should be bagged into the clear plastic coins bags adhering to the denomination
limits on the front of each bag (see below). Bags can be obtained from Financial
Services.
£20 of £2’s
£20 of £1’s
£10 of 50p’s £10 of 20p’s
£5 of 10p’s
£5 of 5p’s
£1 of 2p’s
£1 of 1p’s
o
o
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Remaining coins not equalling the denomination limit should be treated as oddments
and placed separately in clear bank coin bag.
A breakdown of denominations should be filled in on the right hand side of the BGC slip
and the total for the banking entered in the £ box. The date should be entered as the
date you are completing the slip. The counterfoil should be completed in the same way.
Any alterations must be initialled by the staff member completing the BGC.
Notes
o All notes should be face up with the largest value at the bottom (£50 on the bottom £5
on top)
o Notes must be flat, not rolled or folded with the heads on the notes all facing up.
o Notes must be banded and sealed in the correct bank stationery.
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o
A breakdown of denominations should be filled in on the right hand side of the BGC slip
and the total for the banking entered into the £ box. The date should be entered as the
date you are completing the slip. The counterfoil should be completed in the same way.
Completing the banking:
 On the cash bag supplied by the Security Company affix a site label for your outlet
 Enter the total value of the cash (from the BGC slip) in to the “Total Value £” box on the
outside of the bag. Remember the limit for each bag is £15,000 so if the cash you need to
bank is more than £15,000 you should split it over the appropriate number of BGC slips and
bags.
 Sign and date the bag
 Add the number of containers, for example if you have 1 bag to send to the bank 1 of 1, if you
have 2 bags 1 of 2, 2 of 2 etc.
 Place the BGC slip, cash and notes in the bag and seal it ready for collection. Always ensure
that the sealing tape has made contact along the width of the bag. If a bag is incorrectly
sealed or torn, a new bag must be used. The Security Company will refuse to collect any bags
which are torn or appear to have been tampered with.
 Store the cash bags in the safe until they are collected by the Security Company
Security bags should not be re-opened after they have been sealed unless approved by
a Supervisor.
Cheque Banking (Financial Services only) including sterling travellers cheques
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Carry out validation checks to verify that the cheque is okay to be banked
That the date is valid (i.e. not posted dated)
Correct Payee (Staffordshire University, or other subsidiary Company)
The amount in words and figures match
The cheque is signed
Any amendments are initialled by the customer
All cheques should be listed on the BGC slip
Completing the banking:
 On the Security Plus Limited cash bag affix a site label for your outlet
 You are not required to enter the value of the cheques on the outside of the cash bag, this is
for cash only. The £15,000 limit stated on the bag does not apply to cheques.
 Sign and date the bag
 Add the number of containers, for example if you have 1 bag to send to the bank 1 of 1, if you
have 2 bags 1 of 2, 2 of 2 etc.
 Place the BGC slip and cheques in the bag and seal it ready for collection.
 Store the cash bags in the safe until they are collected by the Security Company
It is okay to complete a BGC slip that contains both cheques and cash, just remember not to add
in the value of the cheques on the outside of the bag.
Overseas Cheques/Drafts
A cheque is deemed as overseas if it is either drawn on an overseas bank or has been drawn on
account held overseas. An example would be a draft drawn on Lloyds TSB but with an account
name of The People’s bank of China, China.
There are some overseas cheques/drafts that require to be signed “for & on behalf of Staffordshire
University” on the back of the cheque. It will be obvious on the cheque that this is required as
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there will be a pre-printed space for the signature. This must be completed by a cheque signatory
(Members of Executive)
Completing the banking:
 On the Security Company cash bag affix a site label for your outlet
 You are not required to enter the value of the drafts on the outside of the cash bag, this is for
cash only. The £15,000 limit stated on the bag does not apply to drafts.
 Sign and date the bag
 Add the number of containers, for example if you have 1 bag to send to the bank 1 of 1, if you
have 2 bags 1 of 2, 2 of 2 etc.
 Place the BGC slip and the drafts in the bag and seal it ready for collection.
 Store the cash bags in the safe until they are collected by the Security Company
Transportation of Cash
Cash will be collected daily by the Security Company however it may be necessary to move cash
from where it is taken to where it is counted. This activity is a particular risk to the University,
however steps can be taken to minimise the risk.
Before any cash is transported around the University it is the responsibility of the Dean/Director to
undertake a risk assessment of the procedure. These must be retained for audit/insurance
purposes. For help completing a risk assessment contact Nigel Price Health & Safety Officer on ext
2726. If the risk is deemed too high then please contact Financial Services who will liaise with the
Security Company to move the cash around for us.
If the risk is deemed low, the following procedures should be adhered to:
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Cash can only be transported in a sealed cash collection bag from the Security Company.
It must then be concealed within an unmarked bag.
A receipt must be written out with the bag numbers on it before leaving the office and taken
with the cash to the receiving outlet.
The receipt must be signed and kept by both parties as proof that the cash arrived at its
destination. These receipts must be retained for audit purposes.
The number of people required to move the cash depends on the value of the cash involved.
Amount Carried
Up to £2500
£2501 to £5000
£5001 to £10000
Over £10,000
Minimum Number of Persons
1
2
3
Security Firm only
The staff carrying the money should do so as discreetly as possible, varying times and routes as
appropriate.
They should remain alert and beware of complacency. If threatened or attacked, the following
procedure should be used:
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Personal safety of the members of staff is paramount
Using professional judgement, consider the risk to yourself and others with you
If judged at risk of injury or harm, surrender the cash immediately
Make a note of the description of the individuals responsible and methods and direction of
travel
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
Report to Security, Police and your Manager immediately
Security Company Cash Collection
The University employs a Security Company to ensure the safe transit of cash to the bank. Please
ensure that all cash is ready in sealed bags at the designated collection times. The Security firm
will not collect any bags that are damaged or look like they have been tampered with. When a
Security Officer arrives to collect the cash please perform the following checks:
1. Check their ID – Every member of the Security Firm carry an authorised collector’s card
(ACC) and are required to display their personal identity card at all times.
2. Check the Uniform – Every Security Officer will be wearing full uniform including their
helmet and body armour with the firm logo clearly visible.
3. Obtain a receipt for the bags collected. This must be retained for audit purposes.
4. If you are suspicious of the Security Officer in any way, do not hand over any money.
Telephone the Security firm directly to have the guards identity verified. If they are a
genuine crew member they will understand and welcome your due diligence.
The Security Officer will scan the bags and issue you with a receipt which shows the numbers of
bags collected and the unique bag reference number of each one. The receipts must be retained
and are subject to audit. Financial Services will ensure that every bag collected is banked and any
discrepancies will be lodged with the Security Firm.
ANTI-MONEY LAUNDERING RULES
Cash Payments
When accepting large quantities of cash over £500 e.g. to pay for fees or accommodation, the
following questions should be asked and the response recorded.
1. Why isn’t the payment being made by cheque or bank transfer?
2. If the student doesn’t have a bank account, why not?
3.
Further consideration is required regarding the country which the student is from. Is the student
from a high risk country? See appendix 6 for list of high risk countries.
Do not accept overpayments in cash unless you are aware that invoice is due to be raised. If you
are in any doubt as to the source of the funds, you should probe further or refuse to accept the
cash.
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Refunds (Financial Services only)
All refunds must be returned to the original payment source as below:
Payments made by bank transfer
Refund to originating bank
Payments made by cheque
Proof required of account that cheque came from.
Refund to that bank account
Payment made via the web
Refund to the original card
Payment made via credit card at
Cashiers Office
Refund to the original card
Payment made in cash
Refund by cheque/Draft – International students
cheque/draft refunds should be sent to home country
address.
Safes and Insurance
All cash taken by the University should be stored in a safe until it can be collected and transported
to the bank by the Security Company. All insurance limits relating to money held in safes must be
adhered to at all times. Financial Services are responsible for the insurance of the University and
will advise on the monetary limit that can be held in each safe. All members of staff responsible for
cash handling must be aware of the current insurance limit for their respective safes and to ensure
that cash is held within this limit. Financial Services will annually advise each area of the safe limits
and will do spot checks to ensure that this is adhered to.
Safe - Locations
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All safes should be located in a secure area and easily accessible for staff to secure the
income.
They should not be in an area of public access
They must be out of view and not located near or visible through windows or doors.
Locations of safes must not be publicised
Financial Services should be notified of any changes of locations to safes.
Replacement safes should be ordered through Financial Services to ensure that they adhere to
the correct standards for the safe limit.
Safe - Insurance Limits
It is important that insurance limits are not exceeded, therefore Supervisors and Managers should
be aware of the limits and if inadequate request further cover from Financial Services. In no
instances should the safes be left overnight exceeding their cash limits.
Safe - Checks
A reconciliation of safe contents, Petty cash floats and till float values should be undertaken by a
Supervisor/manager on a monthly basis to ensure there are no discrepancies. A Safe Check Form
(example at Appendix 4) should be completed monthly and the signed document returned to
Financial Services for audit purposes.
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Random safe checks will be undertaken by Financial Services.
Safe – Keys & Combinations

Safe Keys:
o The access to safe keys should be restricted and kept to the minimum required to allow for
operational requirements. Authorised key holders must not hand safe keys to other
members of staff.
o Financial Services will always hold a set of keys.
o During working hours keys should be kept in a locked drawer or on the person responsible
for the keys and under no circumstances should be left lying around on desks, filing
cabinets or in Offices. Negligent handling of keys could invalidate the University’s
Insurance.
o No information relating to the safe or its location should be attached to the keys.
o The overnight storage of keys should not be kept in the same office as the safe. Keys
should be stored in a secure environment, either in a locked drawer/cabinet or a night safe.
o The loss of keys must be reported immediately to the Director of Finance.
o When staff leave who had access to safe keys, steps should be taken to ensure that the
locations of where keys are stored are changed. Where possible combinations/locks on the
door where the safe is kept should also be changed.

Safe Combinations:
o The safe combinations should be restricted and kept to the minimum required to allow for
operational requirements.
o The combination of the safe should be changed every 12 months or when a staff member
leaves.
o If it is not possible to change the combination of the safe, then combinations/keys to the
room where the safe is kept should be changed instead.
o A log should be kept of the dates when the changes occur.
o The sequence of the safe combination numbers should be selected using random numbers
rather than birthdays or anniversaries etc.
PAYMENT CARD INDUSTRY DATA SECURITY STANDARD (PCI DSS)
To combat fraud all businesses handling payment card data are required to comply with new
industry rules aimed at increasing data security. PCI DSS applies to everyone that stores,
processes or transmits payment data. It affects all merchants regardless of how they accept cards,
face to face, mail or telephone order and via the Internet.
All staff who deal with taking any form of credit card payments are required to sign and adhere to
the University’s PCI DSS Policy (See appendix 2). Any new staff must sign this policy before being
allowed access to credit card machines.
Due to frequent changes in PCI DSS Financial Services will review this policy annually and will send
out new forms each year for all staff to sign. It is the responsibility of Deans & Directors to inform
Financial Services of any new staff to be added to their circulation list.
If you have any concerns about credit card security or you suspect any fraudulent activity please
contact Helen Holt on ext. 3542.
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Petty Cash (Financial Services only)
Petty Cash must be stored in a separate cash box inside a safe. Petty cash vouchers are only to
be used for small items of actual expenditure. The maximum amount which may be claimed in
respect of any one receipt through petty cash is £50. Any item claimed on a petty cash vouchers
must be fully described and an original receipt provided.
The process for issuing petty cash is as follows: The person making the claim must complete a
petty cash voucher (see appendix 1) which needs to be signed by an authorised signatory in their
Faculty/Service. The original receipt must be attached to this form.
Petty cash claims will not be reimbursed to self-employed persons or non-University employees.
Claims without receipts will only be accepted in exceptional circumstances.
The vouchers should be taken to the Cashiers Office at Stafford or Stoke. They will check the
validity of the claim, countersign it and issue the cash to the claimant who will then be required to
sign for the cash.
The following items cannot be claimed by petty cash:
 Staff advances
 Travel & Subsistence
 Hospitality or entertaining, including tea/coffee & milk
 Catering supplies, food or beverages
 Publications
 Uniforms
 Subscriptions
 Telephone costs
 Spectacles, contact lenses and eye tests
 Gifts and flowers
 Prizes
 Christmas functions and decorations
The vouchers for each request must be stored in the cash tin along with the petty cash float.
When reimbursement of the petty cash float is required a manual cheque request must be
completed and sent to Financial Services. The petty cash vouchers should be retained for audit
purposes. A cheque will be issued which can then be exchanged for the cash amount from your
daily takings and sent to the bank in the daily cash collections.
The petty cash float should be verified and reconciled on a weekly basis.
A monthly petty cash reconciliation should be sent to Financial Services for audit purposes.
Financial Services will perform spot checks on petty cash floats without any prior warning or
notice.
Floats
If a float (new or additional) is required a request must be made to Financial Services by an
authorised signatory from the relevant Faculty/Service.
Floats must be collected by the authorised signatory from the Cashiers Office at Stafford or Stoke,
who will be required to sign and confirm receipt. The float will be charged to University Balance
sheet and will be credited back should the float be returned.
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The float must be recorded in the Outlet and all cash handling staff in the area must be made
aware of the float value.
Floats must be checked at the start, end and changeover of each shift.
A monthly float reconciliation should be sent to Financial Services for audit purposes.
If a cash discrepancy arises at the float check this must reported to the Supervisor on shift.
Financial Services will perform spot checks on floats without any prior warning or notice.
Requests for change (Coins)
The Cashier’s offices in Stafford and Stoke hold a limited amount of change which can be
exchanged for notes by outlets on request. Employees should complete a Change Request Form
(see appendix 5) and get it approved by an authorised signatory in their Unit. They should then
bring this along with the equivalent amount of notes for the coins required to the Cashier’s Office.
A record of the transaction will be made by the Cashier and both the cashier and Employee will be
required to sign the appropriate record to acknowledge the exchange.
The cashier’s will sign the change request as proof that we have handed over the change. These
forms must be retained in the Unit for audit purposes. Cashiers are responsible for the weekly
reconciliation of their change floats and should ensure they are replenished as necessary with the
bank.
A monthly reconciliation of the change floats should be sent to Financial Services for audit
purposes.
Financial Services will perform spot checks on floats without any prior warning or notice.
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APPENDIX 1: PETTY CASH VOUCHER
£ £ £
Date
VOUCHER FOR PETTY CASH EXPENSES
£ £ £
Particulars
£
p
£
To be completed by school/service before claiming
For Finance Use Only
£
p
School Service
G/L Code:
Description:
VAT
Total Amount Rec'd
Payment Approved
Payment Made By
(Dean or Director)
(on behalf of the vice-chancellor)
_________________________
Received the above amount:
_________________________
______________________________
Date:_______________________ Date: _______________________ Date: ____________________________
£ £ £
Date
VOUCHER FOR PETTY CASH EXPENSES
£ £ £
Particulars
£
p
£
To be completed by school/service before claiming
For Finance Use Only
£
p
School Service
G/L Code:
Description:
VAT
Total Amount Rec'd
Payment Approved
Payment Made By
(Dean or Director)
(on behalf of the vice-chancellor)
_________________________
_________________________
Received the above amount:
______________________________
Date:_______________________ Date: _______________________ Date: ____________________________
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APPENDIX 2: PCI DSS
STAFFORDSHIRE UNIVERSITY
PCI DSS COMPLIANCE
CREDIT/DEBIT CARD INFORMATION SECURITY POLICY
Introduction
This policy document encompasses all aspects of security surrounding the use of credit/debit card
machines and confidential University information and must be distributed to all employees who use
these machines. Employees must read this document in its entirety and retain it for their
information, then sign the form at appendix 1 confirming they have read and understood this
policy fully and return it to Financial Services. This document will be reviewed and updated by
Financial Services on an annual basis or when necessary to include newly developed credit/debit
card security standards into the policy.
Ethics and Acceptable Use Policies
All University employees are required to conduct business in accordance with all applicable laws,
regulations and contractual obligations. Employees must behave ethically, with integrity and
adhere to all Company policies and procedures. It is the responsibility of the employee to be
truthful, honest and co-operate fully with credit/debit card information security standards and
regulations set out by Staffordshire University. In addition to this an employee must report
inappropriate activity or unlawful conduct by another employee to a supervisor and then to
Financial Services.
Consumer confidence is of paramount importance to our business and with this in mind the
security and protection of sensitive information is crucial. It is imperative that employees
understand the importance of safeguarding such sensitive information from third parties that do
not need to have it to go about their daily business. Such information includes:
 Personal client information (name, address, tel. No., email. Social Security no., driver’s
license no., bank account, credit card numbers etc.) and;
 Company information that is not readily available to the public (clients, financial
information, employee information, schedules, technology etc.).
Disciplinary Action
Violation of the standards, policies and procedures presented in this document by any
Staffordshire University employee will result in disciplinary action from warnings/reprimands up to
and including termination of employment. Claims of ignorance, good intentions or using poor
judgment will not be used as excuses for non-compliance.
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Protect Stored Data
All sensitive cardholder data stored and handled by Staffordshire University and its employees
must be securely protected against unauthorised use at all times. Any sensitive card data that is
no longer required by the University for business reasons must be discarded in a secure and
irrecoverable manner.
Credit card information – handling specifics.

All media (e.g. paper, floppy disks, backup tape, computer hard drive, etc.) that contains
cardholder information must be discarded securely and irreversibly by means such as
shredding, demagnetizing, disassembly, etc. when it is no longer needed.

It is strictly prohibited to store:
1
The contents of the credit card magnetic strip (track data) on any media
whatsoever.
2
The CVV/CVC (the 3 or 4 digit number on the signature panel on the reverse
of the card) on any media whatsoever.
3
All digits of the credit card’s primary account number on any media
whatsoever. All digits but the last 4 numbers of the credit card account
number must be concealed or masked (e.g. XXXX or ****) when the
number needs to be displayed.
Protect Data in Transit
All sensitive cardholder data must be protected securely if it is to be transported physically or
electronically.
Credit card information – handling specifics

Credit card details (PAN, track data etc.) must never be sent over the internet via email,
instant chat or any other end user technologies without using a strong encryption
mechanism (e.g. AES encryption).

The transportation of media containing sensitive card data to another location must be
authorised by management, logged and inventoried before leaving the premises. Only
secure courier services may be used for the transportation of such media. The status of
the shipment should be monitored until it has been delivered to its new location.
Restrict Access to Data
Access to sensitive cardholder information such as PANS, personal information and business data
is restricted to University employees that have a legitimate need to view such information. No
other employees should have access to this confidential data unless they have a genuine business
need.
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Physical Security
Access to sensitive information in both hard and soft format must be physically restricted to
prevent unauthorised individuals from obtaining sensitive data. Media is defined as any printed or
handwritten paper, received faxes, floppy disks, backup tapes, computer hard drive, etc.

Media containing sensitive cardholder information must be handled and distributed in a
secure manner by trusted individuals.

Media storing sensitive cardholder date (especially the PAN and other personal information
such as social security numbers) should be properly logged and inventoried before being
destroyed. Sensitive data should always be disposed of when it is no longer needed by the
University in such a manner as to render the content irrecoverable.

Visitors must always be escorted by a trusted employee when in areas that hold sensitive
cardholder information.

All computers which store sensitive cardholder data must have a password protected
screensaver enabled to prevent unauthorised use.
Security Awareness and Procedures
The policies and procedures outlined below must be incorporated into the day-to-day practice of
the University at both Executive and Departmental level to maintain a high level of security
awareness. The protection of sensitive data demands regular updates to all employees and
contractors.
1. Review handling procedures for sensitive information and hold periodic security awareness
meetings to incorporate these procedures into day-to-day practice.
2. Distribute this policy document to all University employees to read and sign. It is a
requirement of Staffordshire University that all employees confirm that they understand the
content of this credit/debit card Information security policy document by signing the
acknowledgement slip at appendix 1.
3. All third parties with access to credit card account numbers are contractually obligated to
comply with Card Association Security Standards (PCI/DSS).
4. University credit/debit card information security policies must be reviewed annually and
updated as necessary.
Security Management / Incident Response Plan
Employees of Staffordshire University will be expected to report to Financial Services, any security
related issues. The role of the Financial Services is to effectively communicate electronic security
policies and procedures to employees and contractors. In addition, Financial Services will oversee
the scheduling of credit/debit card information security updates, monitor and enforce the
credit/debit card information security polices outlined in both this document and oversee the
implementation of the incident response plan in the event of a sensitive data compromise.
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In the event of a suspected security breach, Departments should:
1. Alert Financial Services immediately who will carry out an initial investigation of the
suspected security breach.
2. Upon confirmation that a security breach has occurred, Financial Services will alert all
relevant parties that may be affected by the compromise.
If the data security compromise involves credit/debit card account numbers, Financial Services will
implement the following procedure:
1. Shut down any systems or processes involved in the breach to limit the extent, and prevent
further exposure.
2. Alert all affected parties and authorities such as the merchant Bank, Visa Fraud Control and
any necessary law enforcement.
3. Provide details of all compromised or potentially compromised card numbers to Visa Fraud
Control within 24 hours.
4. For more information visit:
http://usa.visa.com/business/accepting_visa/ops_risk_management/cisp_if_compromised.h
tml
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APPENDIX 3: CC/DC INFORMATION SECURITY POLICY
AGREEMENT TO COMPLY WITH
CREDIT/DEBIT CARD INFORMATION SECURITY POLICY
Please retain the policy document attached to this form for your reference and return this signed
agreement form to Helen Holt, Financial Services. Thank you.
Employee Name: ............................................................................................................
Print name
Faculty/Service: ............................................................... Tel ext no: .............................
I agree to take all reasonable precautions to assure that University credit/debit card information,
or information that has been entrusted to the University by third parties such as customers, will
not be disclosed to unauthorised persons. At the end of my employment or contract with the
University I agree to return all information to which I have had access as a result of my position.
I understand that I am not authorised to use sensitive information for my own purposes, nor am I
at liberty to provide this information to third parties without the express written consent of the
internal manager who is the designated information owner.
I have access to a copy of the Credit/Debit Card Information Security Policy and have read and
understood the policy. I understand how it impacts on my role and as a condition of my
employment, I agree to abide by the policy.
I understand that non-compliance could result in disciplinary action up to and including dismissal
and perhaps criminal and/or civil penalties.
I further agree to promptly report all violations or suspected violations of information security
policies to Financial Services.
Employee signature: .............................................................. Date: .............................
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APPENDIX 4: SAFE CHECK SHEET
Department:
Date of Check
Room No:
Staff Name carrying out Initials
check
Any Comments
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APPENDIX 5: CHANGE REQUEST FORM
CHANGE REQUEST FORM
Outlet Name
Date
Cash Removed from Float/Till
Coins Requested
£
£
£50
£20
£10
£5
£2
£1
50p
20p
10p
5p
2p
1p
£5
£2
£1
50p
20p
10p
5p
2p
1p
Total
Total
Approved by:
Received by:
Name (Print):
Name (Print):
Signature
Signature
Change Returned to Float/Till:
Finance Office:
Name (Print:)
Name:
Signature:
Signature:
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APPENDIX 6: HIGH RISK COUNTRIES – HE SECTOR
High Risk Countries Money Laundering (Nov 14)
Country
Risk
Afghanistan
Albania
Algeria
Angola
Argentina
Cambodia
Cuba
Democratic People’s Republic of Korea
Ecuador
Ethiopia
Indonesia
Iran
Iraq
Kenya
Kyrgyzstan
Kuwait
Lao People’s Democratic Republic
Mongolia
Myanmar (formerly Burma)
Namibia
Nepal
Nicaragua
Pakistan
Panama
Papua New Guinea
Sudan
Syria
Tajikistan
Tanzania
Turkey
Uganda
Yemen
Zimbabwe
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
High
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
Risk
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