(A) All funds received are entered into the accounting system at the time of the transaction or if the transaction occurs at a location without access to the accounting system the funds will be logged into a pre-numbered receipt book with enough detail to determine where/who the funds came from, the purpose for receiving the funds, the method of payment (cash, check, credit card and the like) and designate the appropriate account. Manual receipts should have three copies: customer copy; Treasurer copy; and a location copy.
(B) At the end of each day, the person responsible for receiving cash will close out his, her or their cash drawer, reconcile the system generated report to the cash in the drawer, place cash, checks and credit card receipts received along with the report in a deposit bag and deliver it to the Treasurer’s office or place it in a secure (locked) place for deposit as soon as possible but at least every three days. Choosing two set days per week (e.g., Tuesday and Thursday) is recommended.
(C) Void/adjusted transactions, if a transaction needs to be voided or adjusted it should be done by someone who does not receive cash, if an office doesn’t have enough employees to have adjustments made by a supervisor that doesn’t receive cash, two employees will sign off on the adjustment or voided transaction explaining the circumstances causing the adjustment. If the location is using a manual receipt book all copies of the receipt should be present for any voided receipt. The system should be designed to generate a report of all adjusted/voided transactions to facilitate monitoring of this process.
(D) Every effort should be made to ensure large quantities of cash are not on hand at any location overnight. If a location has a large transaction or series of transactions leaving cash on hand over $2,000, the deposit should be made in the same day.
(E) When deposits are made with the Treasurer’s office the employee making the deposit will turn over the funds and watch as it is counted, receive a receipt detailing the amount, date of receipt and the signature of the Treasurer’s office employee who took custody of the funds. This receipt will be returned to the location and kept with the receipt records. In order to receive a receipt, the originating department should bring two signed copies of the ticket, one for the Treasurer and one for the originating department to keep. Any discrepancy in the funds being deposited and the supporting documentation should occur when custody of the funds changes.
(F) The Treasurer’s office enters the deposit into the accounting system and takes funds to the bank. Deposits are made each business day by the Treasurer’s office.
(G) Mail will be opened by an authorized employee and any correspondence containing payments will be removed and processed prior to distributing mail to individual persons or departments.
(Ord. 2021-03, passed 1-19-2021)