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cction 7: Balancing A a h Dn1wcr <br />Persons who collect County money from the public shall balance their cash drawer daily. All moneys should be <br />balanced and deposited with the County Treasurer according to RCW 43.09.240, which states in part ... "Every <br />public officer and employee, whose duty it is to collect or receive payments due or for the use of the public, shall <br />deposit such money collected or received by him or her with the treasurer of the taxing district every twenty-four <br />consecutive hours. The treasurer may in his or her discretion grant a written exception where such daily transfers <br />would not be administratively practical or feasible." ... <br />Cash drawers should be balanced to receipts daily, and Elected Officials/Department Heads are to designate an <br />employee to handle the transmittal of funds and deposits to the Treasurer's Office. <br />For balancing a cash drawer, the following procedure is recommended : <br />1) All currency and coin is counted and listed by denomination on a cash count sheet. <br />2) The cash handler lists all checks on an adding machine tape, or an excel spreadsheet, and transfers the <br />check amount to the cash count sheet. The cashier should confirm that all checks have the required <br />endorsement stamp. <br />3) Total all of the receipts written. <br />4) The total of cash and checks should be equal to the total receipts written, less the beginning cash drawer <br />balance. <br />Section 8: Recci ing oun ,ty Money <br />All funds, check or cash, must be receipted immediately upon acceptance. All funds and receipts must be placed <br />in a lockable drawer or cash register. The cash register and/or drawer must be kept locked at all times when <br />authorized personnel are not in attendance or within the receipting area. <br />1) When accepting checks, whether over the counter or by mail, the following procedures should be <br />observed: <br />a. Compare the written amount and the numerical amount. State law says if there is a difference <br />between the two, the written amount is the correct amount for legal purposes. (RCW 62A.3-l l <br />8(b)) <br />b. Verify that the check has been signed by the payer. <br />c. Watch for special wording such as "NOT GOOD IF OVER $1,000" or "VOID AFTER 30 <br />DAYS", as any special instructions written on the check take precedence over Washington State <br />Law. <br />d. Verify that the check is MICR encoded along the bottom edge with the 9-digit Federal Reserve <br />routing number. <br />e. Refuse third-party checks. <br />f. Refuse acceptance of post-dated checks. <br />g. Accept checks for the amount owed only. No change may be given to the customer. <br />h. Refuse checks written 180 days prior to the current date as bank may not redeem any check over <br />this time limit. <br />i. Foreign checks should not be accepted unless the check states "PAY ABLE IN U.S. FUNDS." <br />NO CASH CAN BE GIVEN BACK AS CHANGE TO A CUSTOMER FOR PERSONAL CHECK, <br />COMPANY CHECK OR CASHIER'S CHECK. <br />No employee or personal checks, loans or IOU's may be cashed from any cash drawer, change fund, <br />or petty cash supply. <br />A restrictive endorsement should be immediately placed at the top 1.5 inches of the back of any check <br />received. Your office endorsement should be stamped on all checks prior to deposit with the <br />Treasurer's Office. All departments should use an endorsement stamp similar to the following: <br />5