Cash Handling Policy 10.17.2019 - Laserfiche WebLink

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Section 7:Balancing A Cash Drawer Persons who collect County money from the public shall balance their cash drawer daily.All moneys should be balanced and deposited with the County Treasurer according to RCW 43.09.240,which states in part..."Every public officer and employee,whose duty it is to collect or receive payments due or for the use of the public,shall deposit such money collected or received by him or her with the treasurer of the taxing district every twenty-four consecutive hours.The treasurer may in his or her discretion grant a written exception where such daily transfers would not be administratively practical or feasible."... Cash drawers should be balanced to receipts daily,and Elected Officials/Department Heads are to designate an employee to handle the transmittal of funds and deposits to the Treasurer's Office. For balancing a cash drawer,the following procedure is recommended: 1)All currency and coin is counted and listed by denomination on a cash count sheet. 2)The cash handler lists all checks on an adding machine tape,or an excel spreadsheet,and transfers the check amount to the cash count sheet.The cashier should confirm that all checks have the required endorsement stamp. 3)Total all of the receipts written. 4)The total of cash and checks should be equal to the total receipts written,less the beginning cash drawer balance. Section 8:Receiving County Monev All funds,check or cash,must be receipted immediately upon acceptance.All funds and receipts must be placed in a lockable drawer or cash register.The cash register and/or drawer must be kept locked at all times when authorized personnel are not in attendance or within the receipting area. 1)When accepting checks,whether over the counter or by mail,the following procedures should be observed: a.Compare the written amount and the numerical amount.State law says if there is a difference between the two,the written amount is the correct amount for legal purposes.(RCW 62A.3-ll 8(b)) b.Verify that the check has been signed by the payer. c.Watch for special wording such as "NOT GOOD IF OVER $1,000"or "VOID AFTER 30 DAYS",as any special instructions written on the check take precedence over Washington State Law. d.Verify that the check is MICR encoded along the bottom edge with the 9-digit Federal Reserve routing number. e.Refuse third-party checks. f.Refuse acceptance of post-dated checks. g.Accept checks for the amount owed only.No change may be given to the customer. h.Refuse checks written 180 days prior to the current date as bank may not redeem any check over this time limit. i.Foreign checks should not be accepted unless the check states "PAYABLE IN U.S.FUNDS." NO CASH CAN BE GIVEN BACK AS CHANGE TO A CUSTOMER FOR PERSONAL CHECK, COMPANY CHECK OR CASHIER'S CHECK. No employee or personal checks,loans or IOU's may be cashed from any cash drawer,change fund, or petty cash supply. A restrictive endorsement should be immediately placed at the top l.5 inches of the back of any check received.Your office endorsement should be stamped on all checks prior to deposit with the Treasurer's Office.All departments should use an endorsement stamp similar to the following: 5