textbooks and other class materials sold through the
All textbook requisitions for WSU classes must be
processed through the University Bookstore. To
minimize cash handling in departments and to ensure
sales tax is collected, other class materials (such as
course packs or study guides) are best sold through
the University Bookstore.
C-2 Are incoming payments
recorded in a journal or are pre-numbered or cash
register receipts issued?
Cash receipts records should be sufficient to provide
an audit trail of the cash received and to provide
evidence of what was received in case of a later
C-3 Are checks
restrictively endorsed upon receipt with the phrase
"For Deposit Only" to the account of Wichita State
To help prevent their diversion or unauthorized
cashing, checks should be restrictively endorsed upon
C-4 Are cash receipts physically
safeguarded against theft or loss?
Cash receipts should be held in a secure location
until they can be deposited.
C-5 Are cash receipts deposited
timely with Financial Operations?
To minimize the risk of loss due to theft, cash
receipts should be deposited promptly (within two
business days) using a locking bag provided by
Financial Operations. In periods of limited activity,
deposits should be made at least weekly or whenever
$100 or more has accumulated.
C-6 Are cash
receipts deposited in full, with no cash held back for
a change fund or for petty cash?
Cash receipts should be deposited in full with
nothing held back for making change or to pay small
expenses. Change funds are authorized only through the
Accounts Receivable unit in the Office of Financial
Operations and Business Technology. Change funds are
never to be used for petty cash or employee check
cashing or loans.
C-7 Are appropriate account
codes and detail codes used for recording deposits?
Financial reports are more useful when revenues are
properly classified and accompanied by an apt
For example, checks
received from the WSU Foundation are best deposited
to account code R80073, Gifts-WSU Foundation.
Accounts such as R80154, Miscellaneous Income,
R80176, Salary Income from
Other Entities or R80194, Recovery of Expenditures,
are less descriptive regarding the source of
C-8 Has a
determination been made as to whether any cash
receipts are subject to sales tax?
As a public educational institution, WSU is generally
exempt from sales tax on its purchases. However, WSU
is required to collect and remit sales tax on taxable
sales. Sales made to students, the general public,
businesses or not-for-profit organizations are
generally subject to sales tax, even if the sales
price is established on a cost-recovery basis and no
profit is earned.
Examples of items subject to sales tax include
admissions to performance and sporting events, food
and beverages, clothing, course packs and school
supplies. Examples of items that are not subject to
sales tax include fees for educational programs, exam
fees, and reimbursements for lost or destroyed books
C-9 Are amounts collected for
sales tax deposited in account R80121, State Sales
Depositing sales tax in account R80121, State Sales
Tax, will ensure that Financial Operations will report
and remit the tax collected to the Kansas Department
of Revenue. If your department regularly collects and
remits sales tax, Financial Operations' Accounts
Receivable unit has likely provided for this on your
departmental deposit form.
C-10 Does the department accept
payments by credit card?If the answer to C-10 is no, skip Questions C-11 and
C-12 and resume with C-13.
Does the department comply with the requirements of Section
13.14 of the
Policies and Procedures Manual ,
Security of Credit Card Data?
Key requirements of Section 13.14 include:
Electronic storage of credit card data is not permitted
under any circumstances on any type of storage device.
Permanent physical storage of credit card data is not
permitted. Credit card data received on documents or
forms must be removed from the form and destroyed within
two business days. All transactions that involve the transfer of
credit card data must be performed on systems
provided or approved by the university for this
No credit card numbers or any documentation
containing credit card numbers or cardholder data
shall be transmitted or stored in any personal
computer or email account used by the
No paper documents, including but not limited to,
paper receipts and handwritten notes, containing
credit card numbers or cardholder data shall be
stored by the department.
Does the department have written procedures that
address the collection and processing of credit card
To comply with PCI DSS, Financial Operations requires
that each department have written credit card procedures
that are specific to its operating environment.
Is the recording of cash receipts periodically
reviewed and verified for accuracy?
Though rare, errors occasionally occur and deposits may
be recorded in a department or account code incorrectly.
Cash receipts should be reviewed weekly to ensure they
are accurately recorded and to provide prompt follow-up
if necessary. It's also important to consider
segregation of duties. One person should not be
entrusted with all aspects of receiving, depositing and
verifying cash receipts.
Does the department sell course packs?
A course pack is any collection of photocopied materials
used for instruction, typically comprised of book
excerpts, newspaper, magazine or journal articles and
instructor-authored materials. If the answer to C-14 is
no, skip question C-15.
Are course packs prepared and sold in accordance with
the following protocol?
All course pack materials are to be reproduced in
3.36 of the WSU Policies and Procedures
Manual, and the university’s Copyright
Guidelines ( Supplement
to WSU Policy Section 3.36). All course pack materials are to be reproduced by
Duplication Station in compliance with
15.03 of the WSU Policies and Procedures
Manual, or by using the department’s copier.
Material may be copied (at either Duplication
Station or in the department) only where copying the
material can reasonably be considered fair use or
where there is a university license to copy the
material or where there is permission to copy, which
should be clearly set forth on the material to be
The General Counsel's Office is available for
consultation regarding the application of federal
copyright law to specific factual scenarios.
All reproduction costs are to be borne by the
The University Bookstore is the preferred avenue
for the sale of course packs.
If course packs are sold out of the department,
sales proceeds are to be deposited no less than
weekly into the department’s RU account and state
sales tax must be accounted for.
Under no circumstances should course packs be
reproduced off campus.
Under no circumstances should an instructor retain
the proceeds from course pack sales.
* Arrangements can also be made for the University
Bookstore to bear the cost of reproduction at
Duplication Station with the Bookstore retaining the
subsequent sales proceeds.