Longwood University   Chief Administration and Finance Officer:    Cashiering and Student Accounts   201 High Street, Lancaster 301, Farmville, VA  23909             Phone: 434.395.2274       Fax: 434.395.2635

Policy 4314
VOIDING RECEIPTS

I.    PURPOSE

The purpose of this policy is to place into effect an internal control over cash transactions for all designated cash collection sites.

II.    POLICY

Errors in receipts, transmittals, and keying must be corrected in such a way that they are documented appropriately.

III.    PROCEDURE

If an error is made on a receipt that has been given to a student/patron, the student/patron is requested to return his or her receipt to be voided. The original receipt is attached to the voided receipt on the cash register detail tape and a new receipt issued. This must be done on the same day during regular office hours. If the transaction does not occur on the same day, regular refund policy must be followed.

If an error is made when processing transmittals, the receipt is voided, attached to the cash register detail tape, and a new receipt issued.

If an error is made by use of a wrong register key and is immediately realized by the cashier, the transaction may be reversed by use of the cash register Void key and the entry re-entered using the correct cash register keys. The entire transaction will show on the cash register receipt given to the student or /patron.

Another cashier or supervisor will approve the void when made.  

Revised and approved by the Board of Visitors, September 7, 2002.

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