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NIC Library Manual

Cash Reconciliation

Summarize your local cash transactions and deposit cash with Student Services on a regular basis. Depending on your campus and how busy you are, this could be on a weekly, monthly or term basis. Only keep one year retention. 

You will need:

  • Papercut Webcashier Order Report

For total cash from printing

  • Bill Breakdown Report Copies

For total cash from fines

  • *Fines and Book Replacement Payments sheets

(If your campus keeps a physical, written record of fine payments) Hand-written record of cash from fines & book replacements. Good to have for comparison.

  • *Weekly Cash-Out and Deposit Form

To tally and record cash transaction totals for submission to Student Services.

  • Your cash box

*Find these forms in SharePoint > Library Services > Shared Documents > Forms 2019

  • Every Monday morning you will see a Bill Breakdown report email in the shared “ILL NIC” email folder with the total cash fine transactions for the week. Review these for the dates and campus you are reconciling cash for and make note of the total.
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  • Be sure to scroll down to the bottom of the email to see the fines, if there are any. See the example above. 

Your circulation desk may keep a hard copy of a Fine and Book Replacement Payment sheet on a clipboard, where you can manually record these fines. This can be used to compare numbers with the Bill Breakdown reports and check for any discrepancies, or to note any unusual payment information.

This is a report that you print out from Papercut to see how much cash was paid for printing at your campus for the allotted time.

  1. Log in to PaperCut (see page ?)
  2. Click ‘Order History’ on the left
  3. Click ‘Filter On’ – top of page
  4. Enter the date range that you want the report for. (Tip: Check your last cash reconciliation to ensure you are starting the date after that summary was completed). If you are using time ranges, be sure to be consistent and include all open hours.
  5. Enter the Cashier name for your campus; e.g. cashcrl
  6. Click ‘Apply filter’
  7. Underneath the data you will see

Click the green Excel spreadsheet icon and you will get the report in an Excel format.

  1. Delete any columns you don’t want, extend date column to fit, bold headings, format the numbers to $, and add a total.
  2. Print out the sheet.

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Example of PaperCut Web Cashier Order Report

Once you have gathered the above documents you are ready to fill out the Weekly Cash Out and Deposit Form. (Remember that this may not be done weekly: it depends on your campus and how quickly your cash payments come in.) Here are the steps for completing it.

  1. Choose either the printout version of this form to handwrite the information or choose the digital version to type into the document.
  2. Fill in the top by circling your campus, adding the date range for the cash out, and giving your name.
  3. Enter the sums in Section B for the cash amounts for Fines, Papercut and any Book Replacements that you gathered from the documents above. Add up to get your Section B total.
  4. Take all the cash out of your cash box.  Return the float amount to your box (CV- $75; CR - $40; PA - $30; PH – no float). You will want to make sure you have a mix of coins and perhaps a couple of small bills, depending on your float size.
  5. Count all the remaining money– this is your deposit. The amount should be equal to the total for Section B (the amount of cash brought in). If the amount differs, double check the reports and re-count your cash. If there is still a discrepancy, make a note in the “Explanation of Differences” box to explain why you think there is a difference.
  6. Count out the denominations of the deposit money and enter the quantities of each in Section A along with the total.
  7. Gather the completed Weekly Cash out and Deposit Form, the Papercut Web Cashier Order report and the deposit money and take to Student Services.
  8. You will receive a signed copy back from Student Services once they have done the deposit. Keep this on file to refer to for your next cash reconciliation.