OATdb Archive

2006 - 2007

Cashier

Goal
University's Image
The Cashier's Office will work to enhance the University's image and increase its public exposure.

Objective
Tuition and Fees Schedules
The Cashier's Office will produce and maintain accurate tuition and fees schedules for each semester.

Indicator
Tuition and Fees Schedules
Tuition and fees schedule for each semester published to the Cashier's Office web site

Criterion
Fall Tuition and Fees Schedule
Fall 2006 Tuition and Fees Schedules for Graduate Resident and Non-resident and Undergraduate Resident and Non-Resident students are published and accessible via the cashier's office website.

Finding
Fall 2006 tuition and fees schedule
Tuition and fees schedules for fall 2006 graduate and undergraduate students were published and accessible to the public via the cashier's office web site. They were published before the semester began and were available throughout the semester and into the following semester. These schedule were created then proof-read
by at least one other individual before publication. Actual website pages can be viewed through Contribute in Cashier's Office.

Criterion
Spring/Summer Tuition and Fees Schedules
Summer and spring 2007 tuition and fees schedules for Graduate Resident and Non-resident and Undergraduate Resident and Non-resident students are published and accessible through the Cashier's Office website.

Finding
Spring/ Summer 2007 tuition and fees schedule
Spring and Summer 2007 tuition and fees schedules for both undergraduate and graduate students were created, published, and made accessible via the Cashier's Office web site. They were made available before the semester began and were available into the following semester. Pages were created and proof-read by at least one other individual before publication. Actual web pages may be viewed through Contribute at the Cashier's Office.

Action
Fall tuition and fees statements
Every semester or as changes are adopted, the Cashier's Office will create or modify existing tuition and fees schedules. These schedules will be checked for errors and then published to the Cashier's Office web site. Tuition and Fees Schedules will be made available prior to each semester and will be accessible throughout the semester.

Action
Spring/Summer tuition and fees statments
Every semester or as changes are adopted, the Cashier's Office will create or modify existing tuition and fees schedules. These schedules will be checked for errors and then published to the Cashier's Office web site. Tuition and Fees Schedules will be made avaiable prior to each semester and will be accessible throughout the semester.

Objective
Increase Usage of Web Payments
The Cashier's Office will work with Computer Services, Administrative Accounting, and the Business Office to expand the usage of credit card payments on the web across campus.

Indicator
Expand Departmental Usage of Web Payment System
Two new departments indicated on balance sheet for cashier 10 published to T drive.

Criterion
Criminal Justice Web Payments
Cashier 10 books web payments received by the Criminal Justice department (OICJ)

Finding
CJ web deposits
The Department of Criminal Justice and OICJ, a component of the Department of Criminal Justice, accept payments via the web payment system for merchandise and an online bookstore. Funds received have been deposited through cashier 10 as indicated on balance sheets found on the T drive.

Criterion
Graduate Studies Web Payments
Cashier 10 books web payments received by graduate studies.

Finding
Graduate Studies Web Deposits
Graduate Studies has begun to accept payments via the web payment system for admission application. Funds received have been deposited through cashier 10 as indicated on balance sheets found on the T drive.

Action
CJ online web pay
We will continue to assist in the booking of web payments for CJ. Procedures are being implemented to accept Paypal for various items and services. The cashier's will assist computer services, the business office, and other departments with the usage of this new online payment process.

Action
Graduate Studies Online Web Pay
The Cashiers will continue to provide support to Graduate Studies in accepting and depositing web payments. They are new to the process. PayPal is currently being implemented and our office will work with the Business Office, Administrative Acccounting, and Computer Services with this process.

Goal
Efficiency In The Cashier's Office
The Cashier's Office will work to enhance the campus community through efficient operation.

Objective
Cross-training
Staff will be able to perform various duties associated with the Cashier's Office without the assistance of a supervisor.

Indicator
Cross training
Balance sheets published to the T drive for cashiers 9, 10, 14, and 15.

Criterion
Cashier Cross-Training
Cashiers, other than supervisors, publish balance sheets to T drive for 9, 10, 14 and 15.

Finding
Cross train on balance sheets
The cashiers were able to settle and publish balance sheets to the t drive for #9, #10, # 14, and # 15.

Action
Cashier Training
Cashier's will periodically revisit the process for each balance sheet in case of procedural changes. Cross-training on these and other office duties will continue in order to maintain efficient operation. Cross training on balance sheets was a new procedure implemented at the beginning of Spring 2007. These balance sheets are normally maintained by supervisors, but it is important for all cashiers to be able to complete these balance sheets in the absence of a supervisor.

Objective
Cash outage
The Cashier's Office will maintain accuracy in receipting of departmental funds and tuition and fees.

Indicator
Cashier Over/Short
A summary of the cashier outage accounts compiled from information in the Budget Balance report
.

Criterion
Cashier Account Yearly Difference
No outages reported on summary of the budget balance report for accounts 146103002 and 216103002. Summary kept on file in Cashier's Office.

Finding
Cashier Difference Summary
The cashier's accounts ended up with a total overage of $100.22. This was a result of three overage entries for the year. The overages were in the amounts of $100, $ .05, and $.17. A summary of the finding and explanation of the outages will be kept on file in the Cashiers Office.

Indicator
Registration Over/Short
A summary of the registration accounts compiled from information found in the Budget Balance report.

Criterion
Registration Account Yearly Difference
No outages reported on the summary of the Budget Balance Report for accounts 146123005 and 216123005. Summary kept on file in the Cashier's Office.

Finding
Registration Difference Summary
The registration shortage account maintained a zero outage for FY 2007, and the registration overage account had an overage of $.17 for FY 2007.

Action
Cashier Accuracy
The goal of no outages for the FY is a difficult goal to obtain with the volume of money handled in the cashier's office. We will monitor the cashier's outage per quarter with a new goal of no outages per quarter. This will allow us to modify procedures more frequently that may assist in maintaining accuracy. Steps have already been taken in regards to verifying deposits at the close of the day that should eliminate large outages. The Budget Balance report will be monitored quarterly for the cashier's outage accounts.

Action
Registration Accuracy
Training of student registration workers will continue as normal. Students train a minimum of 9 hours with a full time cashier. This procedure is working well. Hiring qualified students is difficult and we will look at our hiring procedures to see if any changes can be made that might attract more qualified individuals. The $.17 overage was accidentally booked to the cashier's overage account. Documentation is on file with the Cashier's Office.

Goal
Refund/Payroll Processing
Improve student understanding of the payroll/ refund process used at the University

Objective
Refund/payroll process
Staff will help new and transfer students understand the billing/refund process used at SHSU.

Indicator
Refund/Billing Presentation
A PowerPoint presentation provided at each new student orientation.

Criterion
Orientation PowerPoint Presentation
A PowerPoint Presentation which includes information on refund/billing procedures is presented at every fall 2007 orientaion session. A copy of the PPT presentation is available through the cashier's office.

Finding
Orientation Refund/ Billing Presentation
The Cashier's office with assistance of the Business Office presented at each orientation session. This included information on the billing/refund process used by Sam Houston State University.

Finding
Orientation Refund/ Billing Presentation
The Cashier's office with assistance of the Business Office presented at each orientation session. This included information on the billing/refund process used by Sam Houston State University.

Action
Refund/Billing Process Presentation
The Cashier's will continue to provide refund/billing information at each student orientation. Over the next year, we will review the process and make changes to the presentation as necessary.


Update to previous cycle's plan for continuous improvement

Plan for continuous improvement