Policy Text
University of California, San Francisco
Police Department General Orders
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2.6 Fiscal Management
2.6.6 Cash Handling Procedures (Revised: 5/10/23 )
A. Definitions
1. Cash Handler: a UCSF Police Department member who has received cash handler
training by the Controller’s Office. A cash handler engages in handling functions
such as receiving and depositing cash, checks and processing credit cards.
2. Campus Cash Coordinator: the Senior Vice Chancellor of Finance and
Administrative Services or designee, who has responsibility for coordinating all
cashiering operations on the campus. The Campus Cash Coordinator, as referred to
in this document, is housed in the Controller’s Office.
3. Police Report Fund: a fund used to collect fees for police reports issued to members
of the public. The ECC Supervisor is the c ash handler of the fund.
4. Administrative Tow Fund: a fund used to collect fees for towed vehicles belonging
to drivers arrested for a moving violation under vehicle codes, CVC §§ 12500(a),
14601(a), 4000(a) and 23152 (a)(b). The ECC Supervisor is the cus todian of the
fund.
5. WeID Fund: a fund used to collect fees for the UCSF identification program.
TheWeID program administrative assistants are the cash handler s for the fund.
6. LiveScan Fund: a fund used to collect fees for the automated fingerprint processing
program. The WeID program administrative assistant s are the cash handler s of the
fund.
7. Lost and Found Fund: a fund that receives unclaimed Lost and Found cash. The
balance of th e Lost and Found Fund is transferred to the UCSF Budget Office at
the end of the fiscal year. The Evidence and Records Technicians are the cash
handler s of the Lost and Found Fund.
8. Cash Evidence: evidence in monetary form. Cash evidence is held until it can
legally be released to the determined owner. The Evidence and Records
Technicians are the cash handler s of cash evidence.
B. Procedures
1. The UCSF Police Department handles cas h directed to funds for police reports
issued to the public and vehicle towing, managed by the ECC supervisor. No
change fund for these purposes is maintained and all funds are immediately
deposited with receipts for any funds received. Change funds direct ed for WeID
UCSF identification program and LiveScan fingerprinting services are managed by
the WeID program administrative assistant.
2. All cash funds are incoming only; no cash disbursements are authorized from any
fund. All funds received are deposited through either the UCSF Finance Service
Center or a UCSF Controller’s Office drop box. The transfer of cash from the UCSF
Police Department to the Finance Service Center is handled by the Finance
Administrative Assistant, who is a certified cash handler.
University of California, San Francisco
Police Department General Orders
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C. The UCSF Police Department does not maintain a petty cash fund. Any request for
expense reimbursement must be submitted to the UCSF Controller’s Office via the
MyExpense system.
1. All requests for reimbursement from UCSF accounts by UCSF Police Depart ment
personnel must be supported by a receipt or other document, which must be
submitted at the time of request via MyExpense. The MyExpense request and
support document must include the following data:
a. Name of requester
b. Date of transaction
c. Fund from which reimbursement will be paid
d. Reason for expenditure
e. Signature of requester’s supervisor.
D. Cashing of Checks
1. No checks may be cashed at any time, by anyone, for any purpose out of a cash
fund.
E. Security
1. All cash and checks shall be held in a locked cash box maintained in a secure file
cabinet. The file cabinet will be out of view of the general public.
2. Only the cash handler may accept cash funds; if a cash handler is unavailable, cash
may not be accepted for paymen t.
3. Only those persons identified and authorized by the UCSF Controller’s Office are
permitted access to these funds.
F. Accountability
1. Each transaction shall be recorded.
2. Cash funds and receipts shall be reconciled at the time of deposit or at le ast weekly
by the Controller’s Office. WeID will maintain a $200.00 change fund, supervised
by the WeID supervisor and managed by the division commander.
3. Cash funds must be accessible for unannounced audits at all times.
4. The Department will be notif ied annually by the UCSF Controller’s Office to
verify funds held.
5. The cash handlers are accountable for their cash fund, except in the case of theft
or forcible entry.
a. Unexplained losses will be investigated and may result in transfer of
responsibility and/or appropriate disciplinary action.
6. A quarterly audit of the WeID change fund will be conducted by the WeID
supervisor.
G. Transfer or Termination of Fund
1. University policy requires that the custodian of a cash fund, who is direct ly
University of California, San Francisco
Police Department General Orders
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responsible for the safekeeping and disbursement of the fund's cash, be appointed
by the Department head. The policy also requires that any change in custody of
an existing fund must be documented in writing and the amount of the transfer
verified.
2. The Department head must notify the Cash Coordinator in writing when the
custodian of cash funds changes. In addition, the Department head must document
that written instructions detailing procedures to be followed in managing