Cash Handling-Credit Card Procedures

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collection and deposited by the cash handler. To insure that the monies are recorded correctly, the completed Cash Suspense Receipt must include the following information: i. Amount of the deposit. 11 . Date. 111 . Name of the department depositing. iv . Fund# that the revenue is to be credited to. v. Appropriate BARS number identifying the source of the revenue. Signature of the preparer. vi . Receipt numbers which make up the transmittal. 2) If the funds to be deposited exceed the receipt totals , record the overage as a positive amount on the Cash Suspense Receipt under BARS #369 .81-Cashiers' Overages and Shortages . 3) If the money to be deposited is less than the receipt totals, record the shortage as a negative amount on the Cash Suspense Receipt under BARS #369.81-Cashier's Overages and Shortages . 4) Variances must be reported to the Elected Official/Department Head. If variance exceeds $50.00, the Elected Official/Department Head must bring it to the attention of the County Auditor. (See Reporting of Losses) 5) UNDER NO CJRCUMST ANCES SHALL A COUNTY OFFICE OR DISTRICT MAINTAIN A "SLUSH FUND" OF MONEY TO SUPPLEMENT CASH DIFFERENCES. 6) UNDER NO CJRCUMST ANCES SHALL A COUNTY OFFICE OR DISTRICT REMOVE FUNDS TO BE DEPOSITED IN ORDER TO MANIPULATE THE DEPOSIT OR RECEIPT AMOUNTS. -. cction 13: R porting of Lo es In the event of a suspected loss of public funds, it is important that the correct procedures be followed in order to minimize the loss, assist in any investigation, prevent improper settlements, expedite bond claims, and protect employees from false accusations. If a loss occurs the following procedures should be followed: I) Elected Officials/Department Heads should refer to the portion of the Kittitas County Cash Handling Policy dealing with Cash Over and Short rules . If the loss is greater than the amount shown in the Cash Over and Short rules , further action may be needed . 2) Elected Officials/Department Heads should discuss the situation with the County Auditor and determine if further action is required. If necessary, the County Auditor should immediately report any suspected loss to the Washington State Auditor's Regional Audit Manager or Chief Examiner of the Division of Municipal Corporations, per RCW 43 .09 .185. 3) The Treasurer, along with the Prosecuting Attorney and Board of County Commissioners should then be advised of the situation. 4) If any action is to be taken, do not destroy any pertinent records. All original records should be secured in a safe place, such as the Auditor's Office, until they can be reviewed by the investigating party. oun(erfeit Money If funds accepted by a cash handler are suspected of being counterfeit, the following procedure must be followed : 1) Do not return bill /bills to the customer. 2) If possible, delay the customer. 3) Telephone the Ellensburg Police Department business line at 962-7280 and notify the security desk you have called EPD . 4) Note the customer's description, along with any companion(s). If possible, obtain the license number and description of the vehicle used by the customer. Document any information gathered and provide it to law enforcement. 5) Write your initials and the current date on the bill /bills. 6) In order to preserve any fingerprints on the bill/ bills, handle them as little as possible, and place them in a protective cover. 7) Surrender the bill/bills only to law enforcement. 8) Notify the Elected Official/Department Head of any actions taken. 8