University System of New Hampshire
Financial and Administrative Procedures

1. Purpose
   
   • To request establishment of a "Cash Fund" (petty cash, change fund, or imprest checking account).
   
   
   
   • To request an increase in the amount of a cash fund.
   
   
   
   • To report the amount by which an existing cash fund is to be decreased.
   
   
   
   • To report the closure of a cash fund.
   
   
   
   • To report a change of custodians of a cash fund.

2. Requesting a New Cash Fund: Departments with a need for a petty cash, change fund or imprest checking account are encouraged to request such a fund by completing a "Cash Fund Request", (Form USNH-F44). After all approvals are affixed, the USNH Controller's Office will assign a Petty Cash/Change Fund Control Number and generate a check in the amount of the request payable to the petty cash/change fund Custodian. The Custodian must use the Control Number on all future transactions affecting the fund. The Custodian may obtain cash by bringing the endorsed check to the Cashier/Bursar. In the case of an imprest checking account, the check will be payable to the bank at which the imprest account is located. The signed Cash Fund Request form and the endorsed check will serve as a receipt from the Custodian. The USNH Controller's Office will provide petty cash and change fund Custodians with a lockable security strong box (if a safe does not exist) in which cash will be kept. The cost of the strong box will be charged to the responsible CUFS account as indicated on the Cash Fund Request form.
3. Increasing a Cash Fund: The amount of a petty cash or change fund may be increased by a supplemental request using Form USNH-F44, provided the increase is necessary to meet current or anticipated needs.
4. Decreasing a Cash Fund: A cash fund should be reduced whenever the total amount of the fund exceeds the actual needs for the department or activity. That portion of the cash fund in excess of the department's needs should be returned to the Cashier/Bursar Office with a Form USNHF44 indicating the amount by which the fund is being decreased. Call the USNH Controller's Office (General Accounting, 862-1624) before returning the excess to the Cashier/Bursar so that the proper CUFS account number may be put on the Department Deposit Report.
5. Closing a Cash Fund: All petty cash or change funds, regardless of whether established for a specific or an indefinite period of time, should be returned to the Cashier/Bursar Office when the funds are no longer needed. In the case of a petty cash fund, first replenish the fund in the usual manner (see Procedure 4-006, Preparation of Petty Cash Replacement Request.) Prepare a Cash Fund Request, Form USNH-F44, and call the USNH Controller's Office (General Accounting, 862-1624) for the CUFS account number to be used on the Department Deposit Report. Then deposit the cash to the Cashier/Bursar. Never send cash through interdepartmental mail. The Cashier/Bursar will prepare a cash receipt and give the Custodian a copy. The Custodian should staple the Cashier's/Bursar's receipt to the Cash Fund Request form and send it to the USNH Controller's Office. An imprest checking account, along with the checkbook and all unused and cancelled checks, should be returned to the USNH Treasurer's Office. Complete a Form USNH-F44 to document the action taken and retain a signed copy as your receipt.
6. Change of Custodian: Each petty cash fund, change fund or imprest checking account is the responsibility of primarily one employee called the Custodian. The Custodian is responsible for safeguarding the cash (or checkbook) and records and maintaining the fund until custody is formally transferred to another employee or until the fund is formally closed. The Department Head may transfer the funds to a new Custodian by sending a Form USNH-F44 to the USNH Controller's Office. In the case of an imprest checking account, the Controller's Office will forward a copy of Form USNH-F44 to the Treasurer to initiate new bank account signatory cards. A reconciliation of the cash fund, approved and signed by the new Custodian, is necessary before a formal transfer of responsibility to a new Custodian may take place. If a Custodian is to be out on an extended absence, a formal transfer of custody is necessary.
7. Change of Location or Purpose: When a cash fund is originally established, it is approved for the specific purpose and location as stated on the Form USNH-F44. If that purpose or location should change, it is necessary to submit a new Form USNH-F44, with the proper campus approvals affixed, to the USNH Controller's Office on a timely basis.

   Instructions for Completion of the USNH CASH FUND REQUEST
   - Form USNH-F44

   Requesting a NEW fund:      Complete the following:           CUSTODIAN           LOCATION           FUND           SIGNATURE APPROVALS as required

   Requesting a CHANGE to an existing fund:      Complete the following for all changes:           FUND           SIGNATURE APPROVALS as required.      For a change in Custodian, complete:           CUSTODIAN           CHANGE IN CUSTODIAN      For a change in Location, complete:           LOCATION      For a change in Fund Balance:           REQUEST TO CHANGE FUND BALANCE

   CUSTODIAN Complete all information. If this is a new fund, check the 'New' box. If a change in Custodian, check the 'Existing' box and complete the information for the NEW Custodian.
   

   SSN is necessary to establish the Custodian on the CUFS Vendor File.

   CUFS# allows the USNH Controller's Office to verify approval authority and contact the Custodian via electronic mail.

   DEPARTMENT NAME and CAMPUS ADDRESS should be where the Custodian may be reached.

   LOCATION Refers to where the funds, or the check book if a checking account, will be physically located. If this is a new fund, check the 'New' box. If a change in location, check the 'Existing' box.

   BUILDING, ROOM NO. and SECURITY show where the funds are and the means available to safeguard then. Petty cash should be secured in a locked strong box in a locked desk or cabinet whenever not in use. Change funds should be in a cash register, safe, or locked strong box at all times. Departments not in possession of a locked box or safe should write "strong box needed"; the Controller's Office will issue a strong box for a nominal fee.

   RESPONSIBLE CUFS ACCOUNT is the department's operating account.

   DOLLAR AMOUNTS set the initial balance and show expected activity.

   FUND This requests information about the type of fund being requested, its purpose and the name printed on all CUFS reports. If this is a request for a new fund, check the 'New' box and complete all information, except the 'CUFS Fund Number', this is assigned when the fund is created. If this is a request for a change in Custodian, Location, Balance, etc. check the 'Existing' box and only complete the 'CUFS Fund Number'. This will provide enough information to identify the fund being changed.

   CUFS FUND NUMBER will be completed only for changes in the Custodian or other attributes.

   DESCRIPTIONS are the titles of the fund that will appear on all CUFS reports.

   TYPE OF FUND and TERM OF FUND indicate what fund is being requested and its termination date, if any.

   PURPOSE - briefly describe why this fund is necessary, and how the funds are to be used.

   REQUEST TO CHANGE FUND BALANCE show the amount you are requesting an increase/decrease for, what this will make your new fund balance equal to, and explain why this is necessary. If you are increasing the balance, check the 'Increase Fund Balance' box. If you are decreasing or closing the fund, check the 'Decrease or Close Fund' box.

   Increase/Decrease Amount is the total change in the fund's balance. How much are you asking to add to you present fund, or how much are you planning to deposit with the Business Office.

   Beginning Fund Balance through Ending Fund Balance show the amount that your fund is currently authorized for, add the increase being requested, or subtract the decrease. This should give you the new fund balance for your fund.

   Reason for Change describes why this change is necessary. Please indicate if this is a temporary change, or if you prefer it to be a permanent change.

   Date of Deposit is for decreases or closing funds only. When you make the deposit of excess funds to the Business Office, note the date, and attach a copy of the cashier's receipt.

   CHANGE IN CUSTODIAN is to help the department with a clean transfer. The Former Custodian should reconcile the fund to the last dare of his/her responsibility. This would include processing any Replenishment requests and bringing the fund to its normal cash level. Information on the New Custodian should be completed in the CUSTODIAN section, above.

   SIGNATURE APPROVALS show authorization to request any new funds or changes to existing funds. An official USNH Signature Card must be on file in Controller's Office for it to be valid. Departmental Custodians should retain all signed copies of Cash Fund Request forms in their cash fund records. The Assistant Controller will assign a unique Petty Cash/Change Fund Control Number if a new fund is approved; this number should be included with all subsequent requests or correspondence concerning the fund.

   Custodian must always sign for any new fund or a change to an old fund. If this is a request to decrease the fund balance, no further authorizations are necessary.

   Department Head is required for a change in custodian or closing a cash fund.

   Department Head and Campus Chief Financial Officer is required for new funds and all other changes to the fund.

   Assistant Controller All Cash Fund Request forms must be signed by the Assistant Controller or his/her designee to be valid.

   USNH Controller must also sign if the fund, including any increases and decreases, is to be over $1,000 or if an imprest checking account is requested.

   Vice Chancellor must sign if a checking account is required.

   
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