C-1 Are textbooks and
other class materials sold through the University Bookstore?
All textbook requisitions for WSU classes must be processed
through the University Bookstore. To minimize cash handling in
departments and 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 payments received in case of later dispute.
However, as explained in
Question C-12, cash receipts records must never include credit
card numbers either on paper or electronically.
Additionally, because checks contain bank routing and account
numbers, retaining copies of checks received is discouraged.
Retaining this data in departmental records increases the risk
of fraud should the records be lost or stolen. Should a
question arise about a check received and deposited, the
Accounts Receivable department in Financial Operations can
assist. If check copies are retained in the department
nonetheless, they must be secured in a locked file cabinet or
safe and shredded periodically.
C-3 Are checks
restrictively endorsed upon receipt with the phrase "For
Deposit Only" to the account of Wichita State University?
To help prevent their diversion or unauthorized cashing,
checks should be restrictively endorsed upon receipt.
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 to use as a change
fund or as petty cash?
Cash receipts should be deposited in full with nothing held
back for making change or paying expenses. Change funds are
authorized only through the Accounts Receivable unit in
Financial Operations. 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 description.
example, checks received from the WSU Foundation are best
deposited to account code R80073, Gifts-WSU Foundation.
Other account codes such as those for miscellaneous income,
internal income or r ecovery
of expenditures are less descriptive or specific.
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 set on a cost-recovery basis and no profit is
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 not
subject to sales tax include fees for educational programs,
exam fees, and reimbursements for lost or destroyed books or
C-9 Are amounts collected for sales tax
deposited in account R80121, State Sales Tax?
Depositing sales tax in account R80121, State Sales Tax,
ensures Financial Operations will report and remit your tax
collections to the Kansas Department of Revenue. If your
department regularly collects and remits sales tax, the
Accounts Receivable unit in Financial Operations has likely
provided a line for sales tax on your departmental deposit
C-10 Is the recording of cash receipts periodically
reviewed and verified for accuracy?Deposits may occasionally be recorded in a wrong department
or fund due to a coding or transposition error. Cash receipts
should be reviewed weekly to ensure they are accurately recorded
and to allow 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.
C-11 Does the department accept payments
by credit card?If your answer to C-11 is no, skip questions C-12 and C-13
and resume with C-14.
the department comply with the requirements of Section
13.14 of the WSU Policies
and Procedures Manual ,
Security of Credit Card Data? (Skip if C-11 is no.)
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 purpose.
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
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
the department have written procedures that address the
collection and processing of credit card data? (Skip if
C-11 is no.)
To comply with PCI DSS, Financial Operations requires that each
department have written credit card procedures that are specific
to its operating environment.
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 your answer to C-14 is no, skip question
course packs prepared and sold in accordance with the
following protocol? (Skip if C-14 is no.)
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 copied.
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 department.*
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
Under no circumstances should course packs be reproduced
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.