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Controller's Office Policy Manual

D.  OFFICE SECURITY

The Controller’s Office is the keeper of the primary financial records of the campus. It is imperative that a high level of security be maintained to protect against inappropriate access to campus data.

 

  1. Office Keys

Lost or stolen office keys should be reported to your supervisor immediately.

    1. Personal Belongings

      2. Valuables and personal belongings should be locked up when you are away from your desk.

    2. Unattended Workstations

If you leave your workstation for an extended period of time, you should sign off and thereby make your computer unusable for unauthorized access. Also, if anyone but the System Administrator should want to inspect or otherwise work on your machine, please do not allow them to do so without first checking with the System Administrator.

 

    1. File Security

      2. All paper files should be maintained in a secure manner with access limited only to those persons having authority to use the files. All files should be controlled to ensure they are appropriately withdrawn and returned.

      Computer files (hard drives, disks, etc.) should be properly secured and protected from loss or misuse (see Section E. Computer Information).

    2. Laptop Computer Security

      3. The small size and high cost of laptop computers make it necessary to have a specific policy to safeguard them.

      It is the Controller’s Office policy to have laptop computers signed out to a responsible employee. The laptop must remain within sight of the responsible employee or locked in a secure storage space at all times. This policy applies to laptops that are in the office, or used at other locations on-campus or off-campus. An unattended laptop computer left on an office desktop would violate this policy.

      This policy is intended to minimize the possibility of a laptop computer from being lost or stolen.

    3. Incoming Checks

All checks received in the Controller’s Office should be routed to the receptionist. Checks will be processed as follows:

    1. The check is recorded in the Check Log indicating the following information:
    1. date received
    2. sender
    3. amount
    4. check number
    5. person routed to
  1. A 3-part Cash Receipt Voucher is prepared for each check and the following information is recorded on the voucher (sample attached):
    1. log number
    2. person routed to
    1. The check and 3-part Cash Receipt Voucher is then given to the appropriate accountant/clerk who will then determine what the check is for and complete the Cash Receipt Form. Within three days the pink copy of the receipt voucher is returned to the receptionist for the follow-up file and the pink copy is kept in a numerical file for future reference. The check log is updated indicating the disposition of the check and the date check is sent to Bursar. The white copy of the voucher is attached to the check and forwarded to the Bursar for processing. The yellow copy of the voucher is filed by the clerk/accountant who deposit the check.

         

    2. The follow-up file is checked weekly to ensure that all incoming checks have been processed and accounted for in a timely manner.

With the exception of Student Collections which is administered by the Student Collection Unit, no cash should be accepted by Controller’s Office personnel for department operations. Copies of the Bursar deposit slips should be provided and the person directed to the Bursar’s Office.

  1. Evening Security

The last person leaving the office should ensure that the door(s) is properly secured.

 

 

Controller's Office
Room 405 Goodell Building
140 Hicks Way
University of Massachusetts Amherst
Amherst,  MA 01003-9272
Tel:  (413) 545-0806
Fax: (413) 545-6088

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Last Updated: February 09, 2011