SACS Reaffirmation
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Assessment : 2006 - 2007 : Administrative Support :
Cashier
3 Goals 5 Objectives 6 Indicators 8 Criteria 9 Findings 8 Actions
GOAL: Efficiency In The Cashier's Office
| Objective | Cash outage | |
| The Cashier''s Office will maintain accuracy in receipting of departmental funds and tuition and fees. Associated Goals: Efficiency In The Cashier's Office |
| Indicator | Cashier Over/Short A summary of the cashier outage accounts compiled from information in the Budget Balance report . |
| Criteria | 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. |
| Criteria | 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. |
Actions for Objective:
| 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: Efficiency In The Cashier's Office
| Objective | Cross-training | |
| Staff will be able to perform various duties associated with the Cashier''s Office without the assistance of a supervisor. Associated Goals: Efficiency In The Cashier's Office |
| Indicator | Cross training Balance sheets published to the T drive for cashiers 9, 10, 14, and 15. |
| Criteria | 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. |
Actions for Objective:
| 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. |
GOAL: Refund/Payroll Processing
| Objective | Refund/payroll process | |
| Staff will help new and transfer students understand the billing/refund process used at SHSU. Associated Goals: Refund/Payroll Processing |
| Indicator | Refund/Billing Presentation A PowerPoint presentation provided at each new student orientation. |
| Criteria | 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. |
Actions for Objective:
| 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. |
GOAL: University's Image
| 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. Associated Goals: University's Image |
| Indicator | Expand Departmental Usage of Web Payment System Two new departments indicated on balance sheet for cashier 10 published to T drive. |
| Criteria | 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. |
| Criteria | 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. |
Actions for Objective:
| 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: University's Image
| Objective | Tuition and Fees Schedules | |
| The Cashier''s Office will produce and maintain accurate tuition and fees schedules for each semester. Associated Goals: University's Image |
| Indicator | Tuition and Fees Schedules Tuition and fees schedule for each semester published to the Cashier''s Office web site |
| Criteria | 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. |
| Criteria | 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. |
Actions for Objective:
| 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. |