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DOCUMENTATION OF INCOMING COLLECTIONS

Chapter: 8000

Section: 8022

Agency/department records will contain information regarding the type of collection (such as cash, check, or money order) received from each payer. This information will be recorded so that it can be readily audited from receipts, reports of collections, or the registers and will show the amount of ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8022
NON-COMPLIANCE BY STATE AGENCIES/DEPARTMENTS

Chapter: 8000

Section: 8014

If a state agency/department that administers Cash Management Improvement Act (CMIA) programs fails to fulfill its CMIA responsibilities, any additional costs for interest penalties and audit exceptions resulting from non-compliance will be paid from the agency’s/department’s support app ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8014
AUTHORIZED SIGNATURE FILE

Chapter: 8000

Section: 8001.3

Agencies/departments will prepare an intra-office memo that lists the names of each person authorized to sign agency/department checks. Examples of both a manual and facsimile signature (if used to sign checks) will be shown. It is the agency’s/department’s responsibility to ensure that ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8001-3
NON-STATE MONEY

Chapter: 8000

Section: 8002.2

(Renumbered from 8002.5) Employees involved in activities that are not an integral part of state programs or operations must be involved only on their own time and without the use of state equipment or supplies (e.g. safes, computers, printers, copiers, etc.). Any funds collected or controlled by st ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8002-2
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
RELEASE OF STOP PAYMENTS

Chapter: 8000

Section: 8046

The State Treasurer’s Office (STO) will recognize a stop payment until the agency/department officially releases it or the check becomes five years old. To release a stop payment, the agency/department must complete a Stop Payment Request form, STD 432, in triplicate and check the release box. ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8046
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
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
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
CASH DISBURSEMENTS REGISTER

Chapter: 8000

Section: 8094

Agencies/Departments shall record cash disbursements from General Cash and Agency Trust Fund Cash daily in the cash disbursement register. General Cash and Agency Trust Fund Cash transactions shall have separate registers. Agencies/Departments shall record individual checks or, depending prim ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8094
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
UNCASHED OR UNCLAIMED AGENCY CHECKS

Chapter: 8000

Section: 8042

Uncashed checks are issued by agency/department but remain uncashed by the payee. Unclaimed checks are returned to an agency/department for which the payee cannot be located. Agency checks are checks issued from an agency/department's account that may have Revolving Fund, General Cash, or Tru ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8000/8042
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