UCLA Safe Requirements

UCLA Safe Requirements

February 24, 2014

The UCLA Campus Cashier Coordinator, in collaboration with Audit and Advisory Services, has developed the following guidelines for UCLA, related to the excerpt from BUS 49 regarding physical security of cash, and requirements for cash handling and storage.

Business and Finance Bulletin #49

UCLA Expectations

IX.    PHYSICAL SECURITY

Each campus should establish procedures to ensure physical security of cash and cash equivalent at all times:

Policy IX.1: Excess cash must be removed from the cash register drawer during the business day and transferred to a secure cash handling area/vault. See Policy IX.6 below. 

 

Same as BUS 49

Policy IX.2: At the close of business, all cash and cash equivalent must be secured as per Policy IX.6 below.

Same as BUS 49

Policy IX.3: Deposits must be adequately protected from loss while in transit. When necessary, armored car service (arranged through the Banking Services Group) or police protection (arranged through Campus Police) should be used. 

This section is superseded by UCLA policy 361, Cash Handling Safety and Security. Additionally, armored car services are managed through Student Financial Services at UCLA.

Policy IX.4: Cash and cash equivalents must be locked in a secure receptacle or safe at all times except when signed out by a cashier for working cash.

Same as BUS 49

Policy IX. 5: Each Campus shall use lockable receptacles or burglarproof/fire resistant safes to store cash based on the following cash limits:

  1. Up to $1,000 in a lockable receptacle
  2. From $1,001 to $2,500 in a safe
  3. From $2,501 to $25,000 in a steel-door safe, with a door thickness of not less than 1 inch and wall thickness of not less than ½ inch. 
  4. From $25,001 to $250,000 in a class TL-15 composite safe or better.
  5. Over $250,000 in a class TL-30 steel or better safe.  

Deviation from these procedures may jeopardize the University’s liability coverage.

Levels 1 and 2 - The safes/receptacles recommended can be purchased by departments, subject to their LVO delegation, as long as they meet the minimum requirements noted below:

  • Safes should be U.L. approved.
  • Safes should be bolted to the floor or locked inside some large piece of furniture that cannot be easily removed. 
  • There should be dual locks on all safes, i.e. 2 keys or a key and combination mix.
  • There should be a secure slot to facilitate a ‘drop’ of funds without requiring the safe to be opened.
  • Fire resistant is required.  Fireproof storage is optional. 
  • Two door safes (at a minimum) are recommended to prevent co-mingling ‘drops’ with other secured items.
  • Safes must be located inside a secured area with key access limited to those with a business need.

 

Level 3 – Details of three pre-approved safes that meet BUS 49 requirements at this level are noted in the Appendix;

 

Levels 4 and 5 – See Appendix.

 

Click on this link to access the vendor information for Allied Safe and Vaults – found under the "storage and general equipment" commodity.

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Policy IX.6: If more than $2,500 in cash and securities is regularly on hand, the cash handling unit shall install a manual robbery alarm system must be installed for use during business hours to alert Campus police (or the local police department for off site locations) if an irregularity occurs.

Same as BUS 49

Policy IX.7: If more than $25,000 in cash and securities is stored, the cash handling unit must install an automated alarm system to alert Campus police (or the local police department for off site locations) if the storage area is entered after business hours.

Same as BUS 49

Policy IX.8: The combination of a safe must be given only to supervisory and authorized personnel who must then commit the combination to memory. A record of the combination, sealed and opened only under double-custody to prevent undetected access, must be maintained away from the safe area.

Same as BUS 49

Policy IX.9: A safe must be opened in such a way that other persons do not view the combination.

Same as BUS 49

Policy IX.10: To the maximum extent practical, a safe must be locked between uses during business hours.

Same as BUS 49

Policy IX.11: A safe's combination must be changed whenever a person who knows the combination leaves the employ of a cash handling unit. In addition, the combination must be changed at least once a year. Documentation must be maintained showing the date and the reason for the combination changes.

Same as BUS 49 

 

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Policy IX.12: Each cashier must be provided with a separate lockable compartment in the safe to which only that cashier has access. Duplicate keys must be safely stored away from the safe and be retrieved only under dual control.

Same as BUS 49

Policy IX.13: Funds or property not related to the operation of the University must not be stored in the safe/vault.

Same as BUS 49

Policy IX.14: The Campus Cash Handling Coordinator, together with the Campus Risk Management and Police Departments, must review the physical setup of all cashiering stations to ensure that appropriate physical security is provided. As a general guideline, if a station collects more than $7,500 on a daily basis, the work area should be protected by doors and windows. All Main Cashiering Stations should record the handling and processing of cash and cash equivalents using surveillance cameras that capture actions in all areas of the Cashiering Station.

Same as BUS 49

Policy IX.15: Campuses will develop and deliver Cash handling training, including what to do in the event of a Campus emergency, to all Cash handling employees:

  • When a new employee commences work in a Cash handling job
  • At least once per year for all Cash handling employees to refresh knowledge concerning policies, procedures and techniques and to provide updated information on internal and external policies

Same as BUS 49

Policy IX.16: Transporting deposits between cashiering sites or to the bank will be done in a secure manner in order to protect the financial assets and individuals involved in transport.

Refer to UCLA 361, Cash Handling Safety and Security.

Policy IX.17: Sub-Cashiering Stations and Cash Handing Departments will transport Cash and Cash Equivalents to a Main Cashiering Station using the following methods:

  • By secure, Armored Car Service
  • By employees, in dual custody, transporting (walking or driving) the deposit to the Main Cashiering Station. If the deposit is in excess of $2,500, employees should be escorted by a Campus Security or Police Officer

For endorsed Checks and Cash Equivalents only, deposits may be put into the Campus Inter-office mail and sent to the Main Cashiering Station. The Depositing location should make copies of all Checks and Cash Equivalents put into the Interoffice Mail in case the deposit is lost and needs to be reconstructed.

Bullet two is superseded by UCLA 361, Cash Handling Safety and Security.

 

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For full text of BUS-49, see: http://policy.ucop.edu/doc/3420337.

Departments should contact Audit & Advisory Services for guidance on which safekeeping repository options would best meet their operational needs and provide adequate accountability and control within their individual settings.

In an effort to minimize the time and effort of campus departments in meeting these requirements, UCLA Purchasing was contacted with the above list of safe requirements. Their research indicated that American Security Products Company (AMSEC) could provide several safes which would meet the Policy IX.5.3 through Policy IX.5.5 safe requirements above. Please see below information related to the safes determined to meet the minimum requirements available from this company. Any safe meeting the minimum requirements may be purchased, this list is just intended to help departments minimize time meeting the requirements.

APPENDIX

Three safes that meet BUS 49 requirements and have been pre-approved by Student Financial Services, Audit and Advisory Services, and UCLA Purchasing are detailed below. Click on the link to access the list of campuswide agreements. The agreement for Allied Safe and Vaults is located under the "storage and general equipment" commodity.

Safe Model

Example

Description

BWB3020-D1

BWB Series - Wide Body Cash Control

Extensive research and development went into the engineering of AMSEC'S WIDE BODY "B" RATE CASH HANDLING DEPOSITORY SAFES. Designed to offer complete cash management versatility with a front load depository option and a pull-out deposit drawer (Model BWB3020D1 only).

Standard Features:

  • Door: Massive ½" thick A36 solid steel plate.
  • Formed high tensile steel body and jamb construction to maximize protection against pry attack.
  • Reinforced internal jambs on all four sides to provide protection against sledgehammer attack.
  • U.L. listed Group II, key changeable combination lock.
  • Optional electronic locks available.
  • 3-way locking mechanism consisting of five 1" diameter chromed steel locking bolts.
  • Bolt detent system engages boltwork automatically.
  • Locks and relocks protected by a large carburized hardplate.
  • Auxiliary spring-loaded relocking devices.
  • Convenient, door-mounted, recessed coin rack.
  • Standard Four (4) anchor bolt holes.

Interior Locker Features:

  • Heavy 1/4" steel door, with Medeco® high security camlock.
  • Large clear door opening:
  • 6" H x 12"W (for 20" W safes) or 6" H x 14"W (for 25" W safes).
  • Inside Dimensions:
  • BWB2020 / BWB3020 / BWB4020:
    • 8.625" x 19.75" x 14"
  • BWB2025 / BWB3025 / BWB4025:
    • 8.625" x 24.75" x 19"
  • Note: Front Load Depository - inside locker height restricted to 6".

Deposit Drawer Features:

(Model BWB3020D1 only):

  • Large "fish" resistant, pull out drop drawer deposits directly into standard interior locker. Drawer size: 11/8" x 3½” x 7½"
  • Heavy duty steel sliding drawer.
  • FRONT LOAD DEPOSITORY FEATURES:
  • Recessed heavy duty 1/8" construction with 1/8" door.
  • Protected by dual “anti-fish baffles.”
  • Large package capacity: 4" x 9" x 11½" (maximum).
  • May be ordered in any one of four directions. Specify front, reversed, right load or left load.

Each unit comes equipped with an interior locker to accommodate deposits, a large interior for storage of cash trays and a doormount, recessed coin rack.

For more information, please visit the Allied Security website at: http://www.amsecusa.com/Cash_Management/BWB_Series/

BWB2020

 

BWB4020-FL

 

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