Cash Handling Policy 10.17.2019 - Laserfiche WebLink

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a.Two employees should open daily mail and prepare a list of cash and checks received (remittance list),identifying: i.Date check was received. ii.Name of payee on check. iii.Check amount b.In departments where this procedure is not a viable option,the department should implement a system of supervisory review of the remittance list and bank deposits. 2)When receipting payments received in the mail,the following procedures should be observed: a.The departments should establish initial control of receipting for payments received by mail through the use of cash registers or computer software that provide a receipt numbering system, or pre-number red multi-copy cash receipt forms.Under no circumstances may unnumbered receipts be used. b.The department cashiers or accounting clerks will account for all pre-numbered receipts forms that are printed for their department.Voided receipts forms should be kept on file in the department. The following information should be included on all receipts: •Amount of receipt. •Sequential number of receipt. •Date of receipt. •Name of the payee. •Type of funds received (i.e.cash,checks). •Identification of cashier receiving funds. 3)Departments should process all payments received in the mail daily.In departments where this is not a viable option,all unprocessed payments received in the mail should be held in a locked enclosure overnight. Section 11:Acceptance of Credit/Debit Cards 1)With approval of the Kittitas County Board of Commissioners and the County Treasurer,county departments may utilize credit/debit cards for payments of services or goods unless prevented by statute. 2)The Board of County Commissioners will authorize whether the Department will accept the credit card processing costs or pass that on to the customer per RCW 36.29.190. 3)In an effort to coordinate all aspects of electronic payments,all departments participating in the acceptance of credit/debit cards must notify the Treasurer's Office prior to the program's implementation. 4)All fees associated with the acceptance of the credit/debit cards,including,but not limited to,transaction and rental fees,shall be charged to the department processing the transaction. 5)Department Head/Elected Officials will be responsible for the training of office personnel in the use of equipment associated with credit/debit card transactions,along with the completion of proper steps involved with a transaction. 6)Refer to Kittitas County Credit Card Acceptance Policy and Procedures Manual for full Electronic payment guidelines. Section 12:Cash Overages and Shortages All funds received by County employees are to be deposited intact (as received)to the Treasurer's Office.If,upon balancing daily receipts,it is discovered that the funds to be deposited do not equal the receipt posted,an over/short situation exists.If,after an appropriate search for any missing funds and/or recalculation of funds to be deposited and receipts posted,the over/short situation remains,complete the following procedures: 1)Complete the "Cash Suspense Receipt"as documented by the receipts. a.In order to complete the deposit of the County's funds to the Treasurer's Office,cash handlers and/or department employees need to complete a Cash Suspense Receipt.Its purpose is to inform the Treasurer's Office into which fund,and by which BARS number,the revenue is to be recorded.Under no circumstances may cash be sent through the mail. b.The Cash Suspense Receipt must be submitted identifying the composition of checks and cash 7