(a) Cashing Checks.
(1) Cashing of personal checks is prohibited by all general government offices. This includes, but is not limited to a personal check written by an employee or anyone else to the City in exchange for cash or a City check written to an employee for any reason.
(2) General government offices may accept personal checks for payment of fees and or services; however, they are not required to accept personal checks. General government offices should not accept a third party check for fees and or services.
(3) General government should not accept personal checks if the identity of the check holder is unknown. The check holder must provide proper photo identification, preferably a drivers' license. The name and address on the identification must match that printed on the front of the personal check. On the front of the personal check, the employee must write down the state and number of the drivers' license. The employee must also request a phone number and record it on the front of the check.
(4) General government offices must never accept a check that has been written for a larger amount than the fee and or service. No cash back will be given under any circumstances.
(5) General government offices should inspect the check to determine if it has been completed properly. It should have a date, payee, amount of the payment in numbers and spelled out, both of these must match. It should be properly endorsed by the check holder. You may refuse to accept payment if any of these conditions is not met. If the check has visibly been altered, do not accept it.
(6) The Finance Director will notify general government offices of anyone that violates the NSF Policy of the City of St. Clairsville. Under that policy, some individuals may not pay by personal check if they have made insufficient funds payments in the past.
(7) As soon as a check is accepted for payment it must be stamped for deposit only with the banking information stamp.
(b) Cash Drawers/Boxes.
(1) The departments of General Government have their own cash drawer, box and or safe for the safekeeping of public moneys collected. Payments received by cash, personal check, bank checks, or money orders must be kept in a secure location with no public access. Receipts must be written for every payment accepted. If a daily deposit is not required because the collections are less than one thousand dollars ($1,000), the cash, checks, money orders, and/or cashiers' checks must be kept in a safe location. A safe location at the J.B. Martin Recreation Center is a locked safe. This safe has an opening to insert the day's receipts. The Recreation Director, the Director's Secretary and the permanent, full-time Rec Aide are the only people that have a key for the safe. A safe location at the City Building for the Police Department and Mayor's Court are locked safes. The Mayor's Secretary is also the Court Clerk and has a safe. The combination of the safe is known only to the Court Clerk. The Police Department safe has a slot for employees to put daily receipts. The Chief of Police is the only person that knows the combination of the safe. The Finance Director receives little cash, however, any cash, checks, money orders, and/or cashiers' checks are kept in her office. The office is kept locked whenever the Finance Director is out.
(2) It is the employee's responsibility to count beginning cash prior to the day's transactions. During any period of absence from the location, the drawer or box must be secured. Cash on hand for the beginning of each day should remain equal and all other amounts deposited to the City's General checking account or Mayor's Court checking account on a daily basis. Prior legislation provides for making a deposit every three days if the amounts are less than one thousand dollars ($1,000).
(3) If the amount of receipts including cash, checks, money orders and/or cashiers' checks is greater than one thousand dollars ($1,000) on a given day then a bank deposit is required daily.
(c) Daily Balancing and Making a Bank Deposit.
(1) It is the employee's responsibility to count the cash at the end of the day. This amount must equal the amount of the daily receipts.
(2) Any outage of ten dollars ($10.00) or more is to be reported to the Finance Director. The Finance Director will tally the receipts to confirm the total moneys on hand. Once an outage has been confirmed, both the employee and the Finance Director will make a written statement signed by each of them. The Finance Director will keep a record of each employee's outages.
(3) Any single outage of fifty dollars ($50.00) or more must be repaid by the employee immediately. If the employee is unable to make such restitution, a payment plan may be agreed upon with the Finance Director.
(4) If an employee has three (3) separate outages in a six month period, they will be removed from accepting payments on behalf of the City. They will be retrained in accepting payments, adding, balancing and making deposits.
(5) If an employee has an ongoing problem with shortages, the Finance Committee will be notified and disciplinary action will be recommended which could include days off without payor termination.
(6) In the event of theft, whether inside or outside, the Police Department will be notified immediately and an investigation will be conducted. Any employee convicted and found guilty of theft will be required to make restitution to the City and will automatically be terminated. If the theft resulted because of a lack of sufficient protection of public funds by an employee, that employee will be required to make restitution. Ex: An employee leaves the office to use the restroom and leaves $37 lying on their desk. When the employee returns to the desk, the $37 is missing. In this case, the employee would be required to replace the stolen $37. The employee should lock this money in a safe place prior to leaving the office or lock the office itself. In no event should the employee take this money with them if they have to leave the office.
(7) In the event of a robbery, the employee will not be held responsible to replace the stolen money. If the robber has a weapon, turn over the money to them. Do not try to overtake the robber. Do not try to discuss the robbery. Turn over the money.
(d) Making a Bank Deposit.
(1) A bank deposit should be completed on a daily or nightly basis. The deposit slips should be completed with the amount of coins, paper money, and checks listed individually. In the event of a check, a name should be written on the deposit slip next to the check amount. In the event of a return item, it can be traced to the actual deposit. The deposit slip is tallied and the total is written in. Also provide the number of checks in the deposit. This amount should agree to your balance of the day.
(2) If a bank bag is available, place the money, checks, and deposit slip into the bank bag and lock it. Place the key in a safe location. If the bag is put in a night drop, the employee must pick it up the next day at the bank. The bag will have a deposit receipt. This receipt must match the total of the deposit. If it does not match report it to the Finance Director, who will make contact with the bank to correct the problem. If the deposit is made during regular banking hours, verify the deposit amount prior to leaving the bank and report any problems immediately to the teller. You will get the bag and receipt back immediately.
(3) When a bank deposit is to be made, either during the day or after hours, a police escort may be requested. The Police Officer is not permitted to take the deposit for an employee. The Police Officer must escort the employee only.
(e) Related Parties. Under no circumstances should an employee accept any payment for fees and or services for themselves or a family member. Have another employee accept the payment and write a receipt. If the employee is working alone at the time, wait until another employee is present to make the payment.
(Res. 2009-37. Passed 12-21-09.)