Cash Handling Policy 10.17.2019 - Laserfiche WebLink

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I)An official County receipt for all monetary gifts should be given for face-to-face transactions. 2)Deposit all gifts in the County Treasurer's Office in exchange for a receipt. 3)Provide the County Treasurer with a memo outlining the factors associated with the receipt of the gift and any associated documentation. Donation:A sum of money given to the County anonymously or in error that cannot be returned. 1)County ofTicials,employees,or agents who obtain a donation of money to the County are responsible for receiving,safekeeping,and depositing of those donations. 2)A receipt will be written when the donation is deposited with the County Treasurer. Found Property:Non-County money found by a County official,employee,or agent,while performing County duties. 1)Any County officer,employee,or agent who fmds non-County money while performing County duties, shall immediately turn in the money and a report to the security desk at the courthouse. Customer Deposits:Depositor owned money held in trust by the County to guarantee payments.The money is refundable if not needed. I)The departmental cashier shall exchange an official County receipt for the guaranty deposit.They shall deposit with the County Treasurer in exchange for a guaranty deposit receipt. 2)The department maintains the original and file copies of the deposit receipt until the payment guaranty deposit receipt. 3)The departments will present the County Treasurer with disbursement instructions for the deposit by memo or department letter,presenting it to the County Treasurer along with a copy of the original guaranty deposit receipt. Section 18:Direct Deposit to the County Treasurer's Account If a department or district within the County collects a large amount of revenue daily,that deposit can be made directly to the County Treasurer's account.The guidelines for completing this process are as follows: 1)County Treasurer provides deposit slips to the department or district. 2)When a deposit is made,a copy of the bank receipt and a completed Cash Suspense Receipt must be emailed or mailed immediately to the County Treasurer's Office. 3)If the Treasurer's Office determines that the receipt and/or Cash Suspense Receipt are incorrect,it will be returned to the department or district with no credit of the deposit made to their fund. Section 19:Direct Deposit to Other Accounts The circumstances under which public funds are deposited directly into an account,other than the account held by the Kittitas County Treasurer,should be minimized and are limited to the following: 1)Off-site receipting makes it impractical to drive to the Treasurer's Office or a branch of the Treasurer's bank to make deposits. a.Upon receiving written approval from the Treasurer to waive the daily deposit rule,any deposits made to other accounts for convenience must be remitted weekly to the Treasurer's Office by check or electronic transfer (always accompanied by a Cash Suspense Receipt). 2)Upon receiving written approval from the County Commissioners,imprest funds where checking accounts are maintained,such as advanced travel,petty cash,drug funds,etc. 3)Trust or restitution funds with banks designated by the Courts. Section 20:Safeguarding Funds Being Transported 1)County funds should be kept safe at all times.Carelessness in the transporting of these funds invites 10