All departments must have written procedures for the handling of cash. It is the responsibility of each department to make the provisions necessary to properly safeguard the cash receipts in its area. The college Controller must approve all departmental procedures for the handling of money. Departments with new revenue-generating activities must submit proposed departmental cash handling procedures to the Controller.

Cash and checks should be physically protected through the use of a vault, locked cash drawer, cash register, locked metal box, or the like. All boxes and drawers should be securely fastened such that they cannot be removed.

Cash and checks must not be retained in desk drawers, closets or standard file cabinets since they may be easily accessed with minimal force or have readily available keys.

When a personal charge is accidentally made on a Smith Procurement Card (PCard), the expense must be reported on the next expense report that the cardholder submits in Workday. When submitting the expense report, the “Personal Expense” check box located on the expense item tab must be selected for any personal charges in order for Workday to identify them as personal.

Once the expense report has been submitted in Workday, the cardholder must submit a reimbursement for the expense in the form of exact cash or a check payable to Smith College. A short memo should be included with the reimbursement that references the payer’s name and the expense report number that the personal expense is located on. Reimbursements can be mailed to the attention of Xinh Spangler at College Hall Room 103, hand delivered to the cashier during working hours, or deposited in the cashier’s drop slot outside of the Cashier’s Office.