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a. Two employees should open daily mail and prepare a list of cash and checks received <br />(remittance list), identifying: <br />1. Date check was received. <br />ii . Name of payee on check. <br />111. Check amount <br />b. In departments where this procedure is not a viable option, the department should implement a <br />system of supervisory review of the remittance list and bank deposits . <br />2) When receipting payments received in the mail, the following procedures should be observed: <br />a . The depaitments should establish initial control of receipting for payments received by mail <br />through the use of cash registers or computer software that provide a receipt numbering system , <br />or pre-number red multi-copy cash receipt forms. Under no circumstances may unnumbered <br />receipts be used . <br />b. The department cashiers or accounting clerks will account for all pre-numbered receipts forms <br />that are printed for their department. Voided receipts forms should be kept on file in the <br />depaitment. <br />The following information should be included on all receipts: <br />Amount of receipt. <br />Sequential number ofreceipt. <br />Date of receipt. <br />Name of the payee. <br />Type of funds received (i .e . cash , checks). <br />Identification of cashier receiving funds. <br />3) Departments should process all payments received in the mail daily. In departments where this is not a <br />viable option, all unprocessed payments received in the mail should be held in a locked enclosure <br />overnight. <br />ccfion 11: Acceptance <br />1) With approval of the Kittitas County Board of Commissioners and the County Treasurer, county <br />departments may utilize credit/debit cards for payments of services or goods unless prevented by statute . <br />2) The Board of County Commissioners will authorize whether the Department will accept the credit card <br />processing costs or pass that on to the customer per RCW 36.29.190. <br />3) In an effort to coordinate all aspects of electronic payments, all de partments participating in the <br />acceptance of credit/debit cards must notify the Treasurer's Office prior to the program's implementation. <br />4) All fees associated with the acceptance of the credit/debit cards, including, but not limited to, transaction <br />and rental fees, shall be charged to the department processing the transaction. <br />5) Department Head/Elected Officials will be responsible for the training of office personnel in the use of <br />equipment associated with credit/debit card transactions, along with the completion of proper steps <br />involved with a transaction. <br />6) Refer to Kittitas County Credit Card Acceptance Policy and Procedures Manual for full Electronic <br />payment guidelines. <br />ash O crnges and . hortages <br />All funds received by County employees are to be deposited intact (as received) to the Treasurer's Office. If, upon <br />balancing daily receipts, it is discovered that the funds to be deposited do not equal the receipt posted, an <br />over/short situation exists. If, after an appropriate search for any missing funds and/or recalculation of funds to be <br />deposited and receipts posted, the over/short situation remains, complete the following procedures: <br />1) Complete the "Cash Suspense Receipt" as documented by the receipts. <br />a. In order to complete the deposit of the County's funds to the Treasurer's Office , cash handlers <br />and/or department employees need to complete a Cash Suspense Receipt. Its purpose is to <br />inform the Treasurer's Office into which fund, and by which BARS number, the revenue is to be <br />recorded . Under no circumstances may cash be sent through the mail. <br />b. The Cash Suspense Receipt must be submitted identifying the composition of checks and cash <br />7