(A) Division of responsibilities. The various departments and offices of the county have different roles in taxing and accounting processes so that there is a system of checks and balances. The primary functions of the County Treasurer are as follows.
(1) Property taxes. The County Treasurer is responsible for the collection, distribution, and reconciliation of property taxes levied by all the taxing entities in the county.
(2) County finance.
(a) The County Treasurer is responsible for the banking, reconciliation, management and investment of all county funds.
(b) Cash management duties are performed in accordance with the State Money Management Act, UCA § 51-7.
(c) Most funds held by the County Treasurer are invested in the state’s Public Treasurers Investment Fund, which is administered by the State Treasurer’s office. Funds are also invested with Zions Wealth Administration.
(B) Internal controls.
(1) Cash receiving.
(a) Cash receipts are entered into the accounting system by the department which received them or by the Clerk/Auditor’s office.
(b) Individual entries are assigned a number sequence within the system in order to differentiate each receipt.
(c) The County Treasurer’s office verifies the receipt and deposits it to the bank, balancing the cash receipt tickets with the cash received.
(d) The originating department needs to bring two signed copies of each cash ticket, one for the Treasurer and one originating department.
(e) Cash receipts are signed by the originator, then verified, signed and deposited each day by the Deputy Treasurer and reviewed by the County Treasurer.
(f) Cash receipts are balanced each day with system totals and bank balances.
(2) Cash receiving; real property taxes. Real property taxes shall be/have:
(a) Processed in the County Treasurer’s office;
(b) Daily balanced entries with cash (totals for given day);
(c) Daily balanced tax system totals with tax balance spreadsheet totals and cash in tax accounts (year-to-date totals); and
(d) Daily balance with bank.
(3) Payments from tax checking account. Payments from tax checking account shall be:
(a) Processed in the County Treasurer’s office; and
(b) Checks shall require two signatures.
(4) Accounts payable. Accounts payable should be/have:
(a) Processed in the Clerk/Auditor’s office;
(b) Funds transferred by the County Treasurer;
(c) Approved by the Board of Commissioners; and
(d) Checks shall require two signatures.
(5) Payroll. Payroll shall be/have:
(a) Processed in the Clerk/Auditor’s office;
(b) Funds transferred by the County Treasurer;
(c) Payroll batches are approved by the County Treasurer; and
(d) Payments are direct deposits.
(6) Bank reconciliations. Bank reconciliations are done by the opposite department (the department not processing the checks or deposits) and within 30 days after the end of each month.
(a) General Fund checking. Processed by the Deputy Clerk, reconciled by the Deputy Treasurer, reviewed by the County Treasurer and the Clerk/Auditor
(b) Payroll checking. Processed by the Deputy Clerk, reconciled by the Deputy Treasurer, reviewed by the County Treasurer and the Clerk/Auditor.
(c) Tax checking. Processed by the County Treasurer’s Office, reconciled by the Clerk/Auditor, reviewed by the Deputy Treasurer and the County Treasurer.
(d) Tax savings. Processed by the County Treasurer’s Office, reconciled by the Clerk/Auditor, reviewed by the Deputy Treasurer and the County Treasurer.
(Ord. 2021-05, passed 1-19-2021)
Cross reference:
Finance and revenue; taxation, see Chapter 33