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Home My WebLink AboutRevenueandCashHandlingClassRevenue and Cash Handling Policies & Procedures Jefferson County Treasurer’s Office 1 “Why” = Goal Audit review - No findings Minimize Risk - No Losses Timely Deposits – Use of Money Accountability / Responsibility AWARENESS 2 Custodial Responsibility & Liability Use caution - public funds are in our trust Comply with policies Know and follow procedures You may be held personally liable until deposited with Treasurer Use receipts 3 Cash receiving Duties Use individual drawers One person responsible Count and look at bills Double check deposits of fifty(50) bills Complete each transaction before proceeding to next Periodically check currency to separate large amounts Acceptance loose coin if rolled 4 Altered Currency Taking the corner off a $1.00 or $5.00 bill and replacing a $10.00, $20.00, $50.00 or $100.00 creates an altered bill Count currency by also looking at the face of the bill, not just the corners 5 Receipting All revenue must be receipted immediately Secure in lockable drawer/container No cash back from checks 6 Closing Activity Balance each drawer at the end of the day Count / balance away from public view Remove all currency/checks from drawer Count currency and coin and document List all check on deposit slip Complete transmittal form for Treasurer Store in a safe location or bring to treasurer 7 Transmittal Date_____ Assessor Daily Deposit prepared by: __________ 8 Check list for Locating Variances (for treasurer) Have another person recount coins & Currency Have another person count strapped currency Rerun totals on receipts Recheck Electronic Funds transfers EFT’s Scan check list tape Compare checks to list Compare checks to tax statements Break down the deposit Retain all documents/discarded items until you balance 9 Cash Over & Under Over/Shorts must be documented Overage is when you have more money than reports indicate you should have Shortage is when you have less money than reports indicate you should have Error due to negligence or an act of God or theft must be accounted for O/S in excess of $50.00 report to Auditor Supplements or slush funds are not permitted 10 Payments in the Mail Segregate from other mail Segregate opening and processing if staffing permits Checks, money orders deposited with Treasurer should be endorsed Establish audit trail between check and remittance form 11 Acceptance of Checks Check written amount and numerical amount must agree Signature required No post dated checks Amount owing and check must agree Dated less than 180 days Foreign checks must state “payable in US Funds” 12 Acceptance of Checks cont’d No two-party checks Proper identification before accepting No employee checks cashed Employees should not process their own business or that of a relative Endorse the check 13 (2) Babraba Mendahl (3) 4921 M.C. Mendahl 4627 150th PL SW Lynnwood, WA 98037 (4) 1-99/4509 (1) April 30, 2021 Pay to the Order of (5) Jefferson County Treasurer (6) $ 475.00 (7) Four Hundred seventy five and 00 /100 Dollars (8) U S Bank Lynnwood Office 8400 196th SW Lynwood, WA 98048-1956 (11)Barbara Mendah For _____________________ (9) 125000105 (10) 0341 058626 777 ___________ Date Maker’s Name & Address Serial (check) Number ABA Number Payee Numerical Amount Written Amount Drawee Bank Federal reserve Transit/Routing Number Account Number Signature Parts of a Check 14 Mike & Sam Enterprises, Ltd 777 00001 Dayton Ave N Seattle, WA 98103 1-99/4509 December 27, 2021 Pay to the Order of Jefferson County Treasurer $ 475.00 Four Hundred seventy five and 00 /100 Dollars Coy Savings and Loan over $250.00 two signatures required Vancouver, B.C. Canada For _________________________________ Mike Johnson 125000105 0341 058626 777 ___________ 15 N S F Checks Checks written to Treasurer or county department If funds not available department will be contacted & Fund will be debited Checks in excess of $200.00 may be criminally prosecuted Repayment must be cash or money order Processing fee of $30.00 charged Maintain client list 16 Credit/Debit Card Use Some offices using for ease of payment Arrange through Treasurer’s office All fees must be borne by user or department Departments responsible for internal training 17 Accounting and Physical Control over Cash Receipts Cash registers or pre-numbered receipts. Redi-form receipts are not acceptable Voided receipts must be retained Receipt books must be logged in and out for use (From Auditor’s Office). Track numerical sequences on book 18 Depositing Funds Public Funds must be deposited with the County Treasurer within 24 hours of acceptance Exceptions are available, contact Treasurer’s Office for more information 19 Direct Deposits to Bank Where treasurer deposit isn’t feasible deposits may be made directly Off-site receipting is a distance from courthouse Electronic transfer arrangements made 20 Reconciliation of Bank Accounts Bank accounts balanced (reconciled) monthly Balanced by different person (dual controls) 21 Petty Cash Includes; Change, working, revolving, advance travel, stamp funds for specific purpose Commissioners must authorize Auditor will appoint a petty cash custodian and establish amount on balance sheet Funds in locked, safe place Replenishment by voucher with receipts showing date, amount, recipient & purpose Not to be used for personal cash advance Replenished at end of fiscal year Change of custodian requires replenishment and audit 22 Reporting Losses Report suspected or actual losses Immediately notify supervisor Department Head must report loss over $50.00 to County Auditor County Auditor will report to State Auditor and County Prosecutor Do not attempt to correct loss Do not destroy pertinent records 23 Counterfeit Money Use lights or pens If you suspect the bill is counterfeit Do not return the money to passer Delay the passer Call 911 or civil deputies Note description/name etc Handle bill as little as possible Notify department head or Treasurer’s office Do not accept as payment 24 Safeguarding Funds in an Emergency Lock funds in safe, drawer, vault before evacuation Do not take with you Protect people before material goods 25 Robbery Assume there is a weapon Be accommodating Keep them talking Do as they ask Be as observant as possible remember their appearance/voice Safeguard evidence left by robber Call 911 as soon as it is safe Follow procedures in policy after robbery 26 After a Robbery Close cash register/drawer immediately, lock doors, call 911 Provide 911 with; your address, name. what happened and where robbery took place Protect area Speak only to law enforcement Allow only law enforcement into area 27 Questions? 28 29 Presented by: ______________________________ On this day: ________________________________ Certificate of Completion Is presented to REVENUE AND CASH HANDLING REFRESHER TRAINING 29