Chapter 2. Accounting Services
Section 2.8. Accounts Receivable

2.8.5. Personal Use of University Copiers

The practice of using University non-coin operated copiers for personal use should be kept to a minimum and then only in departments so authorized (refer to section 2.8.1.1. Authorized Departments). A charge of $.10 per copy is to be assessed for personal use of University non-coin operated copiers and payment for such is to be recorded on a log.

While cash receipts are required to be deposited daily (refer to section 2.8.2.6. Revenue Handling), departments accepting only receipts from copying service may deposit receipts with the Cashier's Office when they exceed $10.00 and in every case at the end of each academic semester.

The Cash Bank must be reconciled with the Copier Personal Use Log at the end of each day in which there are receipts, in all cases at the end of each week, and when a deposit is made. The Cash Bank must be kept at all times in a locked container to which unauthorized access is difficult.

Departmental personnel in charge of copiers do the following:

Receive a request for personal use of a copier.


2. Has the requester complete a Copier Personal Use Log entry with the following information:



1. Name



2. Number of pages copied



3. Number of copies made



4. Total amount due (number of pages, times number of copies, times $.10 per copy).




3. Collect the appropriate amount of money and place it in the Cash Bank.



4. Allow the requester to make the requested number of copies.



5. At the end of each day having copying service receipts, the afternoon of the last working day of each week, and immediately before making out a cash deposit; reconcile the Cash Bank with the Copier Personal Use Log. Each reconciliation is to be so noted on the next available line on the Log as follows: "$amount reconciled, date, initials."



6. When the Cash Bank reaches $10.00 and on the afternoon of the last Friday of each semester, complete a Cash Deposit Form and deposit the receipts with the Cashier's Office (refer to section 2.8.2.8. Depositing Receipts).



NOTE: Sales tax must be computed and deposited (refer to section 2.8.2. Sales and Use Tax).