Per new federal guidance regarding the discontinuation of penny minting, Washington State community and technical colleges have sought direction on how to process cashiering transactions within ctcLink. Additionally, the passage of Washington State House Bill 2334 provides guidance for service institutions on how to round cash transactions. 

Full details can be found in the HB 2334 documentation & via the State Administrative & Accounting Manual in 85.20.15. A summary of the relevant provisions is as follows: 

• If the final digit of a cash transaction ends in 1, 2, 6, or 7 cents, the amount may be rounded down to the nearest value divisible by five cents.  
• If the final digit ends in 3, 4, 8, or 9 cents, the amount may be rounded up to the nearest value divisible by five cents.  
• If the final digit ends in 0 or 5 cents, the amount should not be rounded.  

This guidance applies specifically to in-person cash transactions. 

Navigation: Student Financials > Cashiering > Post Student Payments

1. Select the related content red triangle to open the Cashier Penny Guide.
2. You will now see the Cashier Penny Guide on the right hand side of the screen, you may need to use the slide adjustment to expand the view.
3. Under If Paying with Cash you will see Take Less or Take More.
4. Next to this you will see the Take this much if paying cash field, this will be the amount you enter the student payment for.
5. Follow the steps on the Post and Review a Student Payment QRG to process the payment.
6. It is recommend to clear the remaining rounding balance at the time the transaction is processed, follow the steps listed under Clearing below.

Navigation: Student Financials > Charges and Payments > Post Student Transaction

1. Follow the steps outlined in the Post a Student Transaction QRG
2. If a positive (e.g., 0.02) credit balance exists, payment item type 895000000200 – Rounding Adjust Payment will be used to adjust the balance to zero.
3. If a negative balance exists (e.g., -0.02), charge item type 495000000200 – Rounding Adjust Charge will be used to adjust the balance to zero.

1. Before closing cashiering for the day, run the following queries to confirm all rounding adjustments have been processed:
   1. QCS_SF_CSHR_PENNY_ADJUST_C - This query finds charges that need the adjustment payment.
   2. QCS_SF_CSHR_PENNY_ADJUST_P - This query finds payments in excess that need the adjustment charge.