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CASH OVERAGES AND SHORTAGES

Chapter: 8000

Section: 8070

State employees who receive and disburse money shall be held accountable for the money in their custody and shall be personally responsible for any cash discrepancies. Agencies/Departments are responsible for establishing performance standards for their employees and prescribing corrective ac ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8070
TREASURY-STATE AGREEMENT

Chapter: 8000

Section: 8012

The Treasury-State Agreement (TSA) is a Cash Management Improvement Act (CMIA) agreement between the U.S. Department of Treasury and the state that documents the accepted funding techniques and methods for calculating interest. The TSA is prepared annually by the Department of Finance, Fiscal System ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8012
SEPARATION OF DUTIES AUTOMATED SYSTEMS

Chapter: 8000

Section: 8080.1

Section deleted and renumbered to 7280

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8080-1
CLOSING AN ACCOUNT IN THE CENTRALIZED STATE TREASURY SYSTEM

Chapter: 8000

Section: 8001.2

(Renumbered from 8001.5) Agencies/departments will periodically review their need for maintaining a Centralized State Treasury System (CTS) bank account. When more than one CTS bank account exists, agencies/departments will combine these into one CTS bank account, where feasible. Agencies/department ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8001-2
FISCAL AGENT

Chapter: 8000

Section: 8002.1

Fiscal agents are financial institutions or other third parties receiving remittances and/or making disbursements on behalf of the state. The state's normal procedures for receipts and disbursements should be used whenever possible to minimize the use of fiscal agents. If special circumstance ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8002-1
ELECTRONIC DEPOSIT FORM

Chapter: 8000

Section: 8033.4

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8033-4
CLOSING AN ACCOUNT

Chapter: 8000

Section: 8001.5

Section deleted and renumbered to 8001.2

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8001-5
MAXIMIZATION OF INTEREST EARNINGS

Chapter: 8000

Section: 8099

The state’s priority is to optimize its interest earnings, as every dollar gained from investments reduces the need for equivalent taxation or other income sources. Agencies/Departments shall adhere to daily practices of sound cashiering, depositing, and other cash flow management pract ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8099
ENDORSEMENT OF REMOTELY DEPOSITED IMAGES

Chapter: 8000

Section: 8034.5

For items that are remotely deposited, agencies/departments shall have the endorsement electronically affixed to the back of the image. Physical endorsements are not required. For information on non-conforming images rejected from the electronic process, see SAM Section 8043.2.

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8034-5
RETENTION OF CHECKS AND FILES FOR ELECTRONIC DEPOSITS

Chapter: 8000

Section: 8035.1

Agencies/departments should deposit checks remotely via electronic Image Cash Letter or Remote Site Deposit to the depository banks. To protect the state, its paying customers, and the banks, agencies/departments must do the following: Retain the original checks for a minimum of 15 working days fr ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8035-1
DEPOSITS – INTRODUCTION

Chapter: 8000

Section: 8030

Agencies/Departments must comply with all applicable SAM sections regarding the preparation, depositing, reporting, and correction of deposits made into the centralized State Treasury System. Agencies/Departments shall report deposits in a timely and accurate manner to expedite the reconcilia ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8030
FI$CAL DEPOSIT SLIP PROCESS

Chapter: 8000

Section: 8033

The FI$Cal Deposit Slip Process replaced the State Treasurer’s Office’s (STO’s) Electronic Deposit Form web application for agencies/departments to access the online Report of Deposit (ROD) form. Agencies/Departments shall print the ROD form with three identical copies iden ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8033
ENDORSEMENT OF CHECKS BY OTHER THAN PAYEE AGENCY/DEPARTMENT

Chapter: 8000

Section: 8034.4

Agencies/Departments may endorse and deposit negotiable instruments payable to another agency/department when the payment is known to be a proper payment to the receiving agency/department. The endorsement shall contain a statement guaranteeing the absence of prior endorsement as prescribed i ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8034-4
RECEIPT OF FEDERAL FUNDS

Chapter: 8000

Section: 8003

Federal funds are awarded to agencies/departments through grants and cooperative agreements. Grants and cooperative agreements are commitments certified by an authorized federal official, and specified by a Federal Award Identification Number (FAIN), an Assistance Listing Number (ALN), a peri ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8003
COUNTERFEIT CURRENCY

Chapter: 8000

Section: 8070.1

(Renumbered from 8072.1) Banks will report cash shortages resulting from counterfeit currency to a United States Treasury agent, and agencies/departments shall remedy any cash shortages as outlined in SAM Section 8070. The United States Treasury agent’s receipt or a letter on bank letterhead w ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8070-1
DISHONORED CHECKS

Chapter: 8000

Section: 8043

Dishonored checks are items deposited at a depository bank and returned due to: Insufficient funds in the accounts the checks are drawn. Other reasons that prevent the bank from honoring the checks. Depository banks attempt to clear checks twice before declaring them dishonored. The dep ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8043
DISHONORED CHECK FEE

Chapter: 8000

Section: 8043.1

Government Code section 6157 authorizes agencies/departments to assess a charge for dishonored checks for a reasonable amount not to exceed the actual costs incurred for the processing and collection. Agencies/Departments may refrain from issuing licenses, permits, etc., or withhold services ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8043-1
WITHDRAWALS

Chapter: 8000

Section: 8040

Except for authorized cash purchase fund disbursements supported by proper documentation, agencies/departments shall make all disbursements by check. For cash purchase fund information, see SAM Section 8112.

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8040
ACCOUNT NUMBER 1316, ACCOUNTS RECEIVABLE—CASH SHORTAGES

Chapter: 10400

Section: 10411

Normal Balance: Debit Purpose: This account shows the amounts charged to cashiers for cash shortages occurring in their accounts. As relief from accountability is obtained from the State Board of Control or restitutions are received from cashiers, the account is credited. Subsidiaries: Cash Shortage ...

https://www.dgs.ca.gov/Resources/SAM/TOC/10400/10411
REMITTANCES TO STATE TREASURY

Chapter: 8000

Section: 8091

Agencies/Departments shall deposit cash collected for revenue, reimbursements, or abatements into an approved depository bank within the centralized State Treasury System (CTS). For information on approved depository banks, see SAM Section 8031. Agencies/Departments shall remit funds as foll ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8091