Integrated CSU Administrative Manual

CSU POLICY

--INACTIVE HISTORICAL POLICY--

Section:  GENERAL ACCOUNTING

Section 3000 Policies

Policy Number:  3102.01

Policy Title: Employee Hiring and Continuous Employment Requirements for Cash Handling Personnel

Policy Effective Date: July 1, 2011

Last Revision Date: July 1, 2011
(see revision history)

POLICY OBJECTIVE

It is the policy of the CSU that University assets be protected from employee error, negligence, malicious behavior, or criminal action. Campuses must establish written procedures to determine that all employees with direct cash handling duties, including temporary, casual and student employees, have the background and character to accept responsibility and accountability for handling CSU cash and cash equivalents.


POLICY STATEMENT

Employees with direct access to, or control over, cash, checks, other cash equivalents, credit cards, and/or credit card account information are considered to hold sensitive positions.

Campuses must define which positions require background checks.  Temporary cash handling activities (e.g., parking attendants, ticket sellers) may not warrant background check actions.  Instead, mitigating supervisory review controls could be employed in such instances.

Following the guidelines published by Human Resources for such activities, the campus must perform, or contract for, background checks and employment verification prior to employing a person into these sensitive positions.   Background checks are required of all employees hired into a cash handling position that has been designated by the campus as sensitive and subject to such a check.  

Employment in a cash handling position is treated as provisional until the completion of the background check.  The following requirements must be satisfied as a condition of employment in cash handling related position:

  • Prospective employee’s employment history verified.
  • Background checks sufficient to uncover any prior criminal convictions, completed with results communicated to the appropriate campus human resources department.
  • Documentation showing the completion of the above forwarded to the campus CFO or their delegate for cash management activities.

The CSU must adhere to all pertinent state and federal regulations concerning the use of background checks in employment decisions for cash handling positions.

The CSU must adhere to all pertinent state and federal regulations when contracting with 3rd parties to perform background checks on CSU employees at the University’s request.

Each individual who receives or has custody of University cash and cash equivalents will be held responsible for the control of the cash and cash equivalents under his or her care.

Benjamin F. Quillian
Executive Vice-Chancellor/Chief Financial Officer

Approved: February 4, 2011




APPLICABILITY AND AREAS OF RESPONSIBILITY

 

REVISION HISTORY

 

RESOURCES AND REFERENCE MATERIALS

Useful Guidelines:

 

Related Principles:

 

Sound Business Practices:

 

Laws, State Codes, Regulations and Mandates:

  • HR Coded Memo 2005 -10
  • Fair Credit Reporting Act (FCRA)
  • Investigative Consumer Reporting Agencies Act (ICRA)
  • Consumer Credit Reporting Agencies Act (CCRAA)
  • Information Practices Act (IPA)
  • Labor Code

COGNIZANT OFFICE(S)

CO Manager:

Mr. Sean Boylan  
Cash Management Operations Officer, Resource Management Office
CSU Office of the Chancellor
sboylan@calstate.edu

Subject Expert:

Ms. Gay Kvilhaug
Accountant II
Maritime Academy
gkvilhaug@csum.edu

Ms. Maribeth Bradberry
Accounting Manager
Channel Islands
maribeth.bradberry@csuci.edu

Ms. Nancy Suarez
Director, Student Financial Services
San Marcos
nsuarez@csusm.edu

Ms. Jan Burnham
Student Financial Services
Chico
jburnham@csuchico.edu

Ms. Gina Curry
Director & University Bursar
Sacramento
felicianog@csus.edu

Ms. Cora Wong
Director, Student Financial Operations
San Francisco
coraw@sfsu.edu

Ms. Caryl Vickers-Harper
Assistant Director & University Cashier
Sacramento
vickersca@csus.edu


Affinity Group:

Students Accounts Receivable (SAR)

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