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HomeMy WebLinkAbout2025-059 - Res. Updating Revenue Cash Handling Policy and ProceduresResolution Number &O2.6" 0 5 Updating Mason County Revenue (Cash) Handling Policy & Procedures Replacing Resolution Number 56-19 WHEREAS, on June 18th, 2019, the Mason County Board of County Commissioners adopted Resolution #56-19, Mason County Revenue (Cash) Handling Policy and Procedures at the request of the Mason County Audit Committee and based on the Washington State Auditor's Office recommendation. WHEREAS, the Mason County Audit Committee has taken the responsibility of reviewing and suggesting updates to said policy and procedures and approving such updates for presentation to the Mason County Board of County Commissioners with a do pass recommendation. THEREFORE, after a review of such updated Revenue (Cash) Handling Policy and Procedures, the Mason County Board or County Commissioner's hereby approves the updated Mason County Revenue (Cash) Handling Policy and Procedures as set out in Exhibit A, herein attached. Approved this h day of September 2025. BOARD OF COUNTY COMMISSIONERS MASON COUNTY, WASHINGTON Pat Tarzwell, Vice Chair <7(Raeatherlin, Commissioner ATTEST: Clerk of the Board APPROVED AS TO FORM: im Wh'ftBfF"iead, Chief Deputy Prosecuting Attorney Cc: Treasurer, Auditor, Human Resources EXHIBIT A MASON COUNTY REVENUE (CASH HANDLING) POLICIES AND PROCEDURES Originally Adopted May 2019 - Updated August 2025 1 Table of Contents Section Topic Page 1 Authority 4 2 Overview 4 3 Custodial Responsibility and Liability 4 4 Revenue Handler Training and Compliance 5 5 Revenue Receiving Duties a. Opening Activity b. Receipting c. Refunds d. Closing Activity e. Balancing Cash Drawer 6 6 Checklist for Locating Differences 10 7 Revenue Over and Short Policy 10 8 Revenue Transmittal Forms 11 9 Payments Received in the Mail 12 10 Returned Checks 12 11 Credit/Debit Card Use 13 12 Accounting and Physical Control Over Revenue Receipts a. Preparing Receipts 14 13 Deposit of Funds with the County Treasurer 14 14 Direct Deposit to Financial Institution(s) 15 15 Reconciliation of Financial Institution Statements 15 16 Imprest Accounts 16 17 Reporting Misappropriations or Losses 16 18 Counterfeit Money 17 19 Safeguarding Funds in an Emergency • Fire, Bomb Threat 18 20 Non -County Money • Found Property 18 21 Unclaimed Property 18 22 Robbery 19 Glossary 21 Appendices • Suspect Description Report • Currency Strapping • Check Endorsement Rules • Transposition/Difference Chart • When Money Wears Out or is Damaged • Sample Transmittal Form • Report of Loss/Overage A B C D E F G 2 • Altered/Raised Money • Revenue Handler Certification Form • Imprest Account Custodian Identification Form H I J 3 Revenue/Cash Handling Policies and Procedures SECTION 1—AUTHORITY RCW 36.29.010 describes the following general duties of the County Treasurer, which pertain to cash handling: • shall receive all money due to the county and disburse it on warrants issued to and attested to by the county auditor. • shall issue an original receipt to the person making payment and shall retain a duplicate receipt for all money received other than taxes. • shall maintain financial records reflecting receipts and disbursements by fund in accordance with generally accepted accounting principles. RCW 43.09.240 requires all entities for whom the county treasurer serves as treasurer must deposit all monies received within twenty-four hours of receipt in an account designated by the county treasurer unless the county treasurer grants a waiver. SECTION 2 — OVERVIEW Many of the revenue handling duties and responsibilities assigned to the county treasurer by law entail action by other county officers, employees, and agents. To ensure that all county employees responsible for handling revenue are aware of their duties, the following policy and procedures will provide rules and guidelines for all revenue handlers employed by or volunteers on behalf of Mason County. SECTION 3 — CUSTODIAL RESPONSIBILITY AND LIABILITY A custodian is personally responsible for all county revenue within his/her span of control and may be held liable for any loss occurring, unless the loss was caused by an act of God, a theft, or a statutory exception applies. • All county revenue handlers shall comply with their departments and/or the county's policies and procedures. All revenue handlers who fail to comply with their departments or the county's adopted policies and procedures may be subject to disciplinary action. • All revenue handlers who obtain custody of county money may be held liable for the loss of that money until such time as the money is deposited with one of the county treasurer's authorized agents. • All revenue handlers will be covered as listed under the Mason County Resolution #38- 19, Establishment of Bond Requirements for Mason County Election Officials and Other Public Officials or as covered under Mason County's Crime Insurance Policy. • All transfers of custody for county revenue shall be documented on a Transmittal Form approved by the county treasurer. The form shall acknowledge the exchange of custody for county revenue by the signatures of the person transferring and the person accepting custody. 4 • A revenue handler shall use a written receipt, form or log to document that he/she exercised due diligence by immediately turning over custody of said county revenue to the appropriate department finance manager, custodian, or designated party. • A department finance manager, custodian, or designated party who issues a written receipt, form, or acknowledges by log acceptance of custody of county revenue is liable for the timely deposit of that revenue. The liability for timely deposits starts with the original receipt of county revenue by a county officer, employee, or agent and ends when the county revenue is deposited with the county treasurer. • A deposit of county revenue to an approved financial institution branch after-hours drop box is considered a deposit with the county treasurer. To use this procedure an agreement must be signed between the financial institution receiving the deposit and the county treasurer prior to the deposit. • A deposit of county revenue to an approved financial institution branch in person is considered a deposit with the county treasurer. Approval of depositing directly to an approved financial institution branch must be issued by the county treasurer. • Deposits in transit to either the treasurer's office or to an approved financial institution branch must be transported in a locking deposit bag or tamper resistant deposit bag. in no instance should the employee making the deposit have access to the contents of the deposit bag. SECTION 4 — REVENUE HANDLER TRAINING AND COMPLIANCE • New county revenue handling employees shall review the Mason County Revenue (Cash Handling) Policies and Procedures prior to any revenue handling duties. Said review shall be signed off by the employee and confirmed by either Human Resources, the Department Head or Department Supervisor, using the Revenue Handler Certification Form (See Appendix I). Human Resources, the Department Head or Department Supervisor, shall provide the county treasurer with a copy of the signed confirmation form. • A temporary employee(s), hired by a department, may be utilized as a revenue handler(s) only after such employees) have reviewed this policy and signed off on the Revenue Handler Certification form. (See Appendix I) • A temporary employee(s), hired through a third -party agency, may be utilized as a revenue handler(s) only if they are bonded or insured through the third -party agency. Departments should make an inquiry of the third -party agency as to the employee's bonding status and document prior assigning duties. Temporary employees are required to review this policy and sign off on the Revenue Handler Certification form. (See Appendix I) • County Department Heads or Department supervisors shall require all revenue handlers within their department to review the Mason County Revenue (Cash Handling) Policies and Procedures every four (4) years. The Department Head or Supervisor is responsible for providing updated Revenue Handler Certification forms to the county treasurer. (See Appendix I) 5 • Each department is responsible for revenue handling compliance within their department. Departments may request that the county treasurer's office periodically inspect and report on the department's revenue handling procedures. • The county treasurer's report of inspection will indicate whether or not the department's system of revenue handling procedures is satisfactory within the guidelines set out in this policy and may include suggested improvements. • Departments will be responsible for updating or training revenue handlers should the county treasurer's report require action by the department. SECTION 5 — REVENUE RECEIVING DUTIES A. Opening Activity Whenever possible cash drawers/registers should not be shared. Individual cash drawers/registers are preferred. However, if staffing or office environment dictates otherwise, only one person shall have control of a cash drawer/register on any given clay. The designated department revenue handler for that day or shift shall be the custodian of the cash drawer/register unless revenue handlers have their own cash drawer/register. During lunch hours or in the absence of the revenue handler, two employees may handle cash transactions. However, both employees must be present during the transaction and both employees must verify all cash received and disbursed from the cash drawer/register in writing. • Each revenue handler shall sign a receipt acknowledging responsibility for any required change funds. • Revenue handlers should never process their own business or that of family or close friends. Transactions should be given to another revenue handler to process the payment. • No employee or other checks may be cashed either from a cash drawer/register, change fund or petty cash. Revenue handlers shall set up their individual cash drawer/register in a consistent manner with all bills facing up and going in the same direction, i.e. smallest denominations on the right and next to larger denominations on the left. If there are not enough preset spaces within the cash drawer/register, additional denominations and other forms of payment (i.e. checks) should be placed under the cash drawer/register. • When accepting currency o Count each bill by looking at the faces on the currency, not the denominations on the corners. ■ Altered/Raised Currency — is the taking of a genuine bill such as a $1- or $5-dollar bill and then replacing these corners with the corners of a larger bill such as a $10, $20 or $50 bill. It is best practice to count currency by looking at the face of the bill(s) not at the denomination in the corners. (See examples —Altered/Raised Money, Appendix H). 6 ■ Mutilated Currency— is currency that has been damaged. It is not a crime to have or spend mutilated money, but part of your job is to help remove it from circulation and to ensure that it is not overvalued. Torn bills present special challenges, because the financial institution only pays out for bills that are mostly complete; the US Treasury requires two serial numbers for full payment. Ask your customer to give you a complete bill, if possible. Suggest that the customer take the torn bill to his or her financial institution. Financial institution rules for accepting torn money are quite strict. • A bill must be more than 50% intact or show 3/ of both serial numbers for the financial institution to pay full value. • If a bill is less than 50% intact, the financial institution willprobablypay nothing, ensuring a Toss to the county. o Recount each denomination as many times as it takes to get the same total twice. o Revenue handlers accepting larger denominations ($50 - $100) may wish to have another employee verify the count to assure accuracy. o For large bills $50 or more, use fraud detection devices. (See Counterfeit Money page 17) • When accepting checks o Do not accept two party checks. This is a check made payable to someone other than Mason County and endorsed as payable to Mason County. The county has no recourse, should funds not be available to cover the check. o Verify the check is dated no later than the date it is received by the revenue handler. These are known as Post Dated Checks. DO NOT accept a postdated check. Return the check to the issuer to correct the date. o Verify the check is not dated 180 days or 6 months prior to the current date. These are known as Stale Dated Checks and will not be honored by financial institutions. DO NOT accept a stale dated check. Return the check to the issuer correct the date. o Verify that the check is signed. o Be sure the legal written line on the check is correct for the payment and matches the numerical amount listed. (RCW 62A.3-114 —The written amount is the correct amount for legal purposes. A financial institution will only accept the amount on the legal written line). Checks whose amount on the legal written line are not correct should be returned to the customer to correct and initial before acceptance. Departments may have specific policies that may allow for payment of the written legal line, check with your Department Head or Department Supervisor. o Watch for special wording on the check that may cause it to be void (i.e. "Not good for over $1,000" or "Void after 30 days". Any special instructions take precedent over state law. o No foreign check should be accepted unless it states, "Payable in US Funds". 7 o Accept checks for only the amount owed. Never give cash back for a check issued for more than the amount owed. Payments that are received that are over or under the amount owed should be returned to the issuer, unless, set out in specific written department policy. o Endorse the back of the check immediately upon receipt. o In departments with no recourse (i.e. Solid Waste has a customer that paid to dump, and the service cannot be reversed or cancelled), Revenue handlers should require picture ID when the individual paying by check is not known. Be sure to check the ID to the check and the check writer. A driver's license number should be written on the face of the check. Exceptions may be set out in written department policy. • Revenue handlers must always complete a transaction in its entirety before proceeding with another transaction or helping another customer. • During the day, when the cash drawer/register begins to get full and when time allows, paperclip or rubber band excess currency. Large sums of currency should be removed periodically and secured in a safe within the department or office in the event of a robbery. Departments will need to identify based on transactional history what would be considered a large sum and create a logbook for removal and securing currency in these instances. (See banding, strapping guidelines Appendix B and Robbery pagel9). • US Title 31 Subtitle IV Ch. 51 Subchapter 1 s5103 states "United States coins and currency are legal tender for all debts, public charges, taxes and dues." Loose coins will be accepted in minimal quantities only. Coins equaling or exceeding the minimal roll (ex: fifty or more pennies, fifty or more dimes) will be accepted if rolled by the depositor. Rolled coins may require the name, phone number and other identifying information (i.e. court case number, account number, tax parcel number) of the person offering such rolled coin as tender. Note: Financial institutionss would prefer no identifying information listed on the rolled coin. Departments may want to consider having a "Coin Acceptance Policy" should the department want to further limit the number of coins they will accept. B. Receipting • All monies must be receipted immediately upon acceptance. All monies must be placed in a lockable cash drawer/register. The cash drawer/register must be always locked when its custodian/revenue handler is not in attendance. • Revenue handlers shall record all corrections of previously receipted transactions, such as refunds, voids and cancellations on a permanent daily collection journal. All such corrections must be reported to and signed off by the department finance manager or designated party. • Depending on your software programs, this may already be accounted for or documented. If your software programs provide such accountability a separate daily collection journal may not be necessary. 8 C. Refunds • A refund is given after the original collection transaction has been completed. A refund returns funds back to the payee. This action is taken at the direction of the department finance manager or designated party. Department heads may authorize their revenue handlers to make an immediate documented refund of the collected county -money that conforms to the following conditions. • Revenue handlers must refund the original payment to the payer only upon presentation of proof of identification and a written documented request. The transaction must be cancelled/voided. These types of transactions are typically done the same day. • Revenue handlers shall not give "cash back" from a check. • If the money has already been deposited with the Treasurer, the refund shall only be made by Treasurer's check. Departments will provide a written request for a refund to the Treasurer's office. Please allow for 10 business days for refunds to be issued by the treasurer's office. D. Closing Activity • Revenue handlers who collect monies from the public shall balance their cash drawer/register at the end of their work shift. Preparing a cash reconciliation may consist of counting collected monies, filling out a cash count document as stipulated by the department, and preparing a deposit slip. • All counting and/or balancing should occur out of public view in a location away from the collection area whenever possible. E: Balancing Cash Drawer • At the end of a shift, the revenue handler needs to account for all increases and decreases of the money (currency and checks) in the cash drawer/register. This process is referred to as balancing - the accounting of all monies received that day. Balancing involves adding currency, coin, checks, and debit/credit card transactions (where appropriate), determining the total amount of revenue received, as documented on the permanent receipt(s), subtracting the beginning cash and comparing the total money with the total receipt transactions. These dollar amounts should be the same. Each revenue handler may have their own method for balancing their drawer/register. However, there are several steps that all revenue handlers should have in common. • Revenue handlers must count the currency and coins and list by denomination on the daily cash count sheet. Monies should be counted as many times as it takes to get the same total twice. (See the example on currency and coin strapping guidelines Appendix B). • Revenue handlers should list all checks either using an adding machine tape, a deposit slip or computer -generated worksheet and transfer the number of checks and the total dollar amount to the daily cash count sheet. Checks should be restrictively endorsed according to federal law. (See Appendix C). The remainder of the back of the check must be left blank. All identification notations, such as the driver's license number if required by the department, or receipt number should be placed on the front of the check. 9 • Revenue handlers should then "buy" from the remaining cash on hand to bring the beginning cash for the next day/shift back to the preferred mix of currency denominations as determined by the revenue handler's department. • Department Finance Managers or designated party shall fill out the transmittal forms and distribute copies as follows: o To the department's designated depositor, who will then provide. o Two copies to the Treasurer's office with the deposit for in person deposits or o One copy via email to the Treasurer's office at treastransmittals@masoncountywa.gov along with a verified copy of the deposit receipt if the deposit is made directly to the local financial institution branch. o One conformed copy stays with the -department to be -filed. • The designated depositor shall then insert the cash and checks into the designated locking or tamper proof deposit bag to be deposited and store it in a safe place until delivered to the treasurer's office or financial institution branch. o REMINDER: All deposits must be transferred to the place of deposit in a locked or tamper proof deposit bag. The employee delivering the deposit should not have access to the contents of the deposit. SECTION 6 — CHECKLIST FOR LOCATING DIFFERENCES Note: This checklist is unique to the Treasurer's Office. Other departments may create their own written guidelines for determining differences. • Have another person recount all currency and coins. • Rerun totals on property tax, excise tax and miscellaneous receipts. • Compare checks to receipts and check detail listing. • Recheck electronic fund transfers (EFT) deposits with receipts. • Break down the deposit. • It may be helpful to refer to the difference chart. (See Appendix D) • Do not throw out trash in wastebaskets or recycling boxes until balanced. Place trash in vault overnight if necessary. SECTION 7 — REVENUE OVER AND SHORT POLICIES All monies received are to be deposited intact with the county treasurer. If, upon balancing daily receipts, it is discovered that the money to be deposited does not equal the total amount of the receipts, a cash over/short situation exists. • A revenue handler has a shortage when an unintentional collection error is made in which there is Tess money collected. • A revenue handler has an overage when too much money is collected and the excess cannot immediately be returned to the customer. • If, after an appropriate search and recalculation, the over/short situation still exists, take the following steps: 10 o Complete the transmittal form to the Treasurer's Office as documented by the receipts. o If the money to be deposited exceeds the receipt amount, record the overage as a positive amount to the revenue code for Cashier's Overage and Shortages. o If the money to be deposited is Tess than the receipt amount, record the shortage as a negative amount to the revenue code for Cashier's Overages and Shortages. o For overages and shortages of $50.00 or more, call it to the attention of the department head or department supervisor who must then bring it to the attention of the county treasurer via "Report of Loss" form. The "Report of Loss" form should accompany the transmittal form and deposit. The Treasurer will provide the County Auditor with a -copy of the "Report of Loss" form. (See Reporting Misappropriations or Losses page 16). o For over/short transactions of $15.00 or less, the Treasurer's policy is to allow for over/short to be accepted as payment in full for tax payments. County departments may wish to create their own policies and procedures for the acceptance of transactions that may be over/short with a specific dollar threshold. o Under no circumstances shall a revenue handler or employee take or supplement money for deposit to force the deposit to balance with receipts. o Under no circumstances shall a county department maintain a "slush fund" of money to accumulate overage amounts or pay shortage amounts. SECTION 8 — REVENUE TRANSMITTAL FORMS The designated department custodian or finance manager must complete a "Transmittal Form", when making deposits. The form documents the distribution of monies to the FUNDS and BARS for that deposit. (See Appendix F). • The County Treasurer's Office will maintain an original of a "Transmittal Form" for each county department. A software generated "Transmittal Form" will be accepted by the Treasurer's Office only if it meets the formatting requirements approved by the Treasurer's Office. • Departments should contact the Treasurer's Office in advance of a deposit when they need additions or subtractions to FUNDS and BARS made to their "Transmittal Form". • Departments must contact the Auditor's Finance Department for any requests for FUND and BARS additions associated with grant funding. The Auditor's Finance Department will notify the Treasurer's Office of the correct FUND and BARS to be added to a "Transmittal Form", who will then notify the department of the addition. • Departments may only use "transmittal forms" that are generated by their software programs where applicable with approval of the Treasurer's Office. "Transmittal Forms" generated by department software programs must be in the same format as the "Original" Transmittal Form of record with the Treasurer's Office. • A "Transmittal Form" should be submitted for all amounts collected and deposited by the department. To ensure that the monies are distributed to the correct FUND and BARS, the form should identify the following information. 11 o The name of the county department. o The FUND name, BARS number, description and amount. o Date of Deposit o Signature of preparer, email and or phone number o The total amount of the deposit and breakdown by cash, check and other. 0 SECTION 9 - PAYMENTS RECEIVED IN THE MAIL • Open mail and segregate "Transmittal Forms" from other mail. (If staffing allows, the person processing the mail and preparing the revenue for data entry should not be the same person processing the receipts). • Placeall unprocessed mail in a locked secure area or safe overnight if not completed by the end of the -day. • Prepare non -cash payments (checks, money orders and drafts) for immediate deposit with the county treasurer. Envelopes should not be separated from the enclosed payment until they are finished being processed or receipted. • Use an endorsement stamp to restrictively endorse payment to the county treasurer. The treasurer will provide endorsement stamps upon request. • Establish an audit trail link between the check and "Transmittal Form" or Daily Cash Sheet. The audit trail (generally a receipt number and or software receipting report) should provide you with enough information to allow you to reverse a payment transaction when a deposited check is returned for non -sufficient funds (NSF) or other return reason. (See Returned Checks page 12). • If a revenue handler receives a check that is payable to the county but lacks information necessary to complete the receipt process, the check should be returned to the issuer requesting more information. • If a revenue handler receives a check that is payable to the county but lacks any information that would allow you to return it to the issuer for more information, make a photocopy of the check (for your information and file appropriately for further reference) and present the original check to the Treasurer's Office where a receipt will be issued and the check will be deposited with the financial institution. The Treasurer's Office places the money in a holding fund referred to as the Treasurer's Trust Fund and records it until the deposit can be identified and transferred to the correct county fund. • If a revenue handler knows a check belongs to the county, but is not due to that department's activities, the check should be forwarded to the appropriate county department. Be sure to date -stamp the envelope with the date received before forwarding it on. SECTION 10 — RETURNED CHECKS This policy applies to all checks made payable to the County Treasurer or county department, which are returned by a financial institution. Checks may be returned due to insufficient funds, closed account, invalid signature, stop payment, or any other condition making the check invalid. 12 • The financial institution will redeposit NSF checks one time. If returned the second time or for other reasons the financial institution will debit the Treasurer's account and deliver a copy of the check(s) to the Treasurer. • The Treasurer's Office staff will contact the appropriate department to obtain a "Transmittal Form" with the appropriate FUND and BARS numbers to make the debit. • The Treasurer's staff will debit (negative receipt) the identified FUND and BARS numbers accordingly and provide the department with a copy. • Action must be taken by the department to stop service, or revoke taxes, license or permit, or other suitable action. Departments with no recourse to collect returned checks should notify the Prosecuting Attorney's Office if the amount exceeds $200.00, or if criminal prosecution is anticipated. No new goods or services will be provided until payment is received for the prior goods or services. The department will adequately document the action taken in their files and records. • The county will accept only the following as payment for a financial institution returned check: (Exceptions may include but are not limited to when a check was issued on wrong or dosed account and mistakenly used by the customer). o Cash o Money Order o Financial institution issued cashier's check. • A returned item processing fee will be charged on all returned checks as prescribed by County Resolution; the processing fee to be deposited to the appropriate FUND and BARS for the Treasurer. Please contact the Treasurer's Office for information on the "Returned Item" fee amount. • If feasible, departments may want to maintain a list of people who have checks returned by the financial institution and determine an internal policy for refusing acceptance of further checks. Multiple returned checks for the same person should be referred to the Prosecuting Attorney for possible criminal prosecution. • Departments who have legislative or court -appointed procedures for returned checks are exempt from this procedure (i.e. District Court, Superior Court and the Auditor's Office/DOL). SECTION 11— CREDIT/DEBIT CARD USE Acceptance of payment by credit/debit cards has proven to have benefits such as but not limited to; ease of use through electronic technology, mail and processing float reduction, improvement in funds availability, Tess risk associated with defective checks, reduce delinquent collections, more timely payments and reduced interest and penalties for customers. • County departments may utilize credit/debit cards for payment of services or goods unless prevented by statute or policy. Processing fees associated with the use of any credit/debit card must be assumed by the customer, unless special approval has been granted by the BOCC. • To coordinate all aspects of credit/debit card acceptance and maintain Payment Card Industry Security Standards (PCI DSS), all departments participating in the use of 13 credit/debit cards must implement credit/debit card use through the county treasurer. In no case will a revenue handler, county employee or county department keep a record of credit/debit card account information for its customers. Please refer to the adopted County Credit/Debit Card Policy. SECTION 12 — ACCOUNTING AND PHYSICAL CONTROL OVER REVENUE RECEIPTS Accounting control and physical control over revenue receipts should be established at the point where funds first become accessible to county employees. • Initial control of over -the counter receipts should be established using a sequential number receipting process provided by a software program, cash registers, or by using pre -numbered, multi copy receipt forms. The use of REDI- FORMS should only be used in emergency circumstances (i.e. software programs or cash registers are inoperable). Revenue handlers must attach a copy of the REDI-FORM receipt to the formal county receipt for cross reference. • The department finance manager or designated party will account for all prenumbered, multi -copied receipt forms that are issued for that department. Voided receipt forms will not be destroyed but kept in number order with other receipts on record in such department. • All receipt books (if issued) to outside collections sites should be logged out and signed for by the department finance manager and the revenue handler it was assigned to. The numerical sequence of receipt books and all prenumbered receipts issued to outside collection sites shall be accounted for. A: PREPARING RECEIPTS The following information should be contained on all receipts: o Department name and address receiving the payment. o Date the payment was received. o Fund Number(s), BARS, Brief Description of Revenue Type and Amount o The name of the department or person making the payment. o The name or initial of the revenue handler taking the payment. o Breakdown by currency type (i.e. cash, check, credit/debit card, EFT) o Receipt number SECTION 13 — DEPOSIT OF FUNDS WITH THE COUNTY TREASURER Monies received must be deposited with a designated financial institution or with the county treasurer within 24 hours of receipt. Funds collected on the weekend, or a holiday, must be deposited with a designated financial institution or with the county treasurer on the next business day if monies can be secured in a safe until such time. If monies cannot be secured safely, arrangements can be made for night deposit drop at a local designated financial institution branch where the county treasurer's account(s) is held. Arrangements for night deposits must be made through the county treasurer's office. 14 The only exceptions to daily deposits must be by written agreement with the county treasurer. The treasurer has the discretion to grant an exception when daily deposits are not administratively practical or feasible for up to one week pursuant to RCW 43.09.240. Deposits may be made directly to the Treasurer's designated financial institution account through an ACH (Automatic Clearing House) or EFT (Electronic Funds Transfer) transaction. Departments requesting such deposits must contact the treasurer's office for approval and the designated financial institution account information. When a department is aware of a pending ACH/EFT deposit (i.e. from a grant, State or Federal agency, outside vendor or any other revenue source), the treasurer's office must be notified of the expected ACH/EFT revenue payment before it is received in the treasurer's designated financial institution- account. The department must forward a "Transmittal Form" for use by the treasurer's office to account for and receipt such revenues. SECTION 14 — DIRECT DEPOSIT TO FINANCIAL INSTITUTION(S) County departments with treasurer's office approval for direct deposit to a designated financial institution must deposit to a financial institution account designated by the county treasurer with the following exceptions: o Off -site receipting takes place at a distance from the county courthouse or county campus where it is not feasible to drive to the treasurer's office daily to make deposits. The financial institution designated by contract with the Mason County Treasurer should be used unless there is no branch in the community to which deposits are made. A written agreement to open an account with another financial institution must be entered into with the county treasurer prior to creating such an account. o Trust and/or Restitution accounts with financial institutions designated by the courts. o Imprest funds where checking accounts are maintained at a designated financial institution (petty cash, revolving funds, etc.) All requests for Imprest accounts must be obtained through the treasurer's office and approved by resolution through the BOCC. When monies are directly deposited into another financial institution, they must be transferred to the county treasurer's designated financial institution account (either electronically or by check) daily unless an exception to daily deposits has been approved by the county treasurer, then transfers must be made at least weekly. (Exceptions: Petty Cash, trust, restitution and restrictive accounts). SECTION 15 — RECONCILIATION OF FINANCIAL INSTITUTION STATEMENTS Financial Institution accounts must be balanced (reconciled) to the statements monthly. All financial institution statements must be reconciled by a department finance manager or designated party not having daily financial institution account management responsibilities (i.e. preparing and/or making deposits, preparing and signing checks). 15 Copies of reconciled statements must be submitted to the treasurer's office on a monthly basis to meet required State reporting. SECTION 16 — IMPREST ACCOUNTS For the purposes of this policy, Imprest accounts include petty cash, change funds, working funds, revolving accounts, cash drawers, ect; (i.e. any sum of money or other resources set aside for such specific purposes as minor disbursements, such as making change or similar uses • All Imprest accounts will be pre -approved by the county treasurer for validity. The BOCC must then authorize the Imprest account by resolution or ordinance. Any subsequent changes to Imprest accounts must follow the process above. • The Imprest account shall be established by issuing a warrant. When established by warrant the transaction is a non -budget item. • The county auditor or designated party must include the authorized amount of all such Imprest accounts in the county's general ledger. • All Imprest accounts must have a custodian of the account identified and on file with the county treasurer's office. (See Appendix J). • The custodian must assure that the Imprest account is kept in a safe or secured area. • A county employee receiving the disbursement from an Imprest account, must sign the receipts, before being reimbursed. Receipts for reimbursement should be cancelled by some means to prevent reusing. • lmprest accounts may not be used for personal cash advances even if secured by check or other IOU. • When funds are disbursed from an Imprest account, it must be replenished at least monthly. The replenishment should be subject to the same review and approval as processed accounts payable invoices. • At the time of replenishment, the custodian should ensure that the balance remaining in the Imprest account together with the amount of the replenishment voucher equals the authorized Imprest account amount. • The department finance manager or designated party shall assure that the amount in the Imprest account(s) is periodically reconciled by someone other than the custodian. • Imprest accounts must be replenished by the end of the fiscal year so that expenses and the Imprest accounts authorized balance(s) are reflected in the proper accounting period. • When an individual's appointment as custodian is terminated, the Imprest account must be replenished and reconciled before being turned over to the new custodian. The County Treasurer must be notified of a change in custodian at the time the event occurs. SECTION 17 — REPORTING MISAPPROPRIATIONS OR LOSSES In the event of a suspected or detected loss of public funds, or other illegal activity, it is important that correct procedures be followed to minimize the loss, assist investigations, prevent improper settlements, expedite bond claims and protect employees from false accusations. 16 • Any person who discovers a loss or theft of county money must immediately notify the department supervisor or elected official. • The department supervisor/elected official must immediately report any suspected loss of $50.00 or more to the county treasurer using the "Report of Loss" form located in Appendix G. The county treasurer will provide a copy of the "Report of Loss" form to the county auditor or designated party. • The county auditor and/or county treasurer must immediately report any significant suspected loss to the State Auditor, Regional Audit Manager, the County Prosecuting Attorney and any other parties who may need to know of the loss. • DO NOT attempt to correct the loss. Report it as previously stated. • DO NOT destroy any pertinent records. All original records should be secured in a safe place, such as the vault in the Auditor's Office or -in the case of a Toss in the Auditor's Office then the Treasurer's Office vault, until the Office of the State Auditor completes the investigation. Reference: State of Washington Office of State Auditor "Reporting Possible Misappropriations of Public Resources". • It is not considered a misappropriation or theft of county resources if a loss complies with the department's written over/short policy and is receipted to the appropriate FUND and BARS to identify the transaction. SECTION 18 — COUNTERFEIT MONEY Departments will supply all revenue handlers with counterfeit detection tools (i.e. pens, lights, counterfeit detection counters). At a minimum, revenue handlers should swipe twenty -dollar bills and higher denominations with a counterfeit detection pen at the time of acceptance. If funds being accepted are suspected of being counterfeit, the following procedure is to be observed. • DO NOT accept the bill(s) as payment. • DO NOT return the money to passer. • Notify department head, department supervisor and Risk Management Director. • Note the passer's description, the description of any companion and if possible, the license number of the vehicle used. (Document the transaction using form Appendix A). • Contact Dispatch and report the incident. Depending on the department locations, law enforcement responders may be a city police officer or a county sheriff deputy. Only call 911 if the situation escalates into an emergency and notify courthouse security if applicable. • Write your initials and date on the bill(s) using a post it notes. • Handle the bill(s) as little as possible to preserve any fingerprints and place it in a protective cover. • Surrender the bill(s) only to law enforcement authorities. • If a counterfeit bill(s) is detected in the close out/balancing process, report as a cash shortage with a notation of the balancing document. 17 • If a counterfeit bill is detected during the deposit process either with the county treasurer's office or financial institution branch o Surrender the bill(s) to the county treasurer's office or financial institution branch teller. o Notify your department head or department supervisor. o Make the appropriate adjustment(s) to the "Transmittal Form" and or deposit slip. o Make the appropriate adjustment(s) to the accounting software system. o Follow the procedures listed above to the extent possible. SECTION 19 — SAFEGUARDING MONEY IN AN EMERGENCY If an emergency -occurs and/or evacuation of -the department or worksite-is imminent; after determining the safety of all persons in the immediate work area, all cash/checks must be secured in a locked location. Responsibility lies with the Department Director and/or their designated party. o FIRE, BOMB THREAT — In the event of a fire or bomb threat, secure all money by locking the cash drawer or cash register and vacate the building immediately. Remember in the situation of a fire or bomb threat, protecting people is of greater importance than retrieving and securing county monies. If there is adequate time, secure money in a safe and then vacate the premises. SECTION 20 — NON -COUNTY MONEY • Found Property: Non -county money found by a county officer, employee or agent while performing county duties. o Such county officer, employee or agent must turn the money and a report over to the county treasurer within 24 hours of being found. The county treasurer will deposit the non -county money into the Treasurer's Trust Fund and hold it until it can be returned to the rightful owner if identified. The treasurer will hold the money in Trust for no more than six (6) months. If the money is not identified the money will be deposited as "Unclaimed Property" into the appropriate county FUND & BARS. SECTION 21— UNCLAIMED PROPERTY • Money (i.e. uncashed warrants/checks issued by the county) belonging to an owner who cannot be located by a county officer, employee, or agent responsible for returning the money (i.e. refunds, payment for service, etc.) to the owner. o The county treasurer acts as an agent for county departments (exception: courts and taxing districts) where the owner of monies cannot be located. If after the county department performing a due diligence process to deliver such funds to the owner, the payable but "unclaimed money becomes "UNCLAIMED PROPERTY" and the Treasurer will report such funds to the Washington State Department of Revenue, as set out in State statute. 18 SECTION 22 — ROBBERY Robbery is the most threatening condition a county employee/revenue handler might experience. It is important for county employees/ revenue handlers to be trained in how to counteract robbery as well as know the procedures to follow during and after a robbery. The average robbery takes 90 seconds from start to finish so be prepared to act quickly. • Consider installing "panic buttons" if not already installed. • Be sure staff is trained on where "panic buttons" are located, if available. • Consider creating a "Robbery in Progress" code word and share the code word with department staff. Creating such a code would alert employees to avoid the area until safe. These procedures should be familiar to all county employees, not just the revenue handler(s) long before they should ever be needed. Department head(s)/Department Supervisor(s) are responsible for making sure their employees are well acquainted with them. • ALWAYS ASSUME THERE IS A WEAPON EVEN IF YOU DON'T SEE ONE. • ALWAYS DO EXACTLY AS THE ROBBER ASKS — attempt no heroics. You may put the lives of innocent people in jeopardy when you try to be a hero. • Be polite and accommodating. Make every attempt to remain calm and try not to upset or antagonize the robber. The person committing the robbery is nervous and may be desperate. The calmer you are the calmer the robber will remain. • Keep talking to the robber. Explain your every movement such as "now I am taking the key out of this drawer to unlock it". • Avoid making any quick movements that might alarm the robber. • Observe the robber but don't stare. Try to remember any distinguishing features of the robber. You will be asked to describe the robber later by completing the description form. (See Appendix A) • Watch over all evidence left by the robber. Remember everything the robber touches and try not to touch those things. • Listen to the voice, inflections, names, slang and so forth that the robber uses. • Do Not leave the premises, call 911, or use your security call button until it safe to do so. These procedures should be familiar to all county employees, not just the revenue handler(s) for use after a robbery has occurred and once the robber has left the building. • Close your cash drawer or cash register. • Lock the entrance door and notify your immediate supervisor about the robbery. • Department Head/Supervisor should ask any staff in the area to relocate to another area of the department. Staff should remain calm and be asked not to discuss the robbery until asked to do so by law enforcement. • Call 911 with the following information. o Who you are (your name) o Your address (i.e street address, building number and department name) 19 o What happened (i.e. I would like to report a robbery) o Where you are located (i.e. department name, 1st floor, 2nd floor ect.) • Protect the area where the robber may have left fingerprints until the law enforcement arrives. • Complete the Suspect Description Report (See Appendix A). • Do Not speak to anyone until law enforcement arrives, then speak only to the law enforcement officer(s) responding to the scene and complete any required reports. • You may be asked to take the names and address of those who witnessed the robbery. • The affected department sharing the same building or a shared lobby with other departments must notify those departments that the robbery occurred and to please stay away from the area until after it has been cleared by law -enforcement. 20 GLOSSARY ACH — Automated Clearing House Transfer EFT — Electronic Fund Transfer An electronic payment system in the US that allows money to be transferred directly between financial institution accounts. EFT covers all electronic payments, while ACH is a specific type of payment. In other words, all ACH payments are EFTs, but not all EFTs are ACH payments. Altered/Raised Currency Currency that has been changed or tampered with to attain a greater amount for the currency than its -face value. This differs from counterfeit money, which is entirely fake. Cash - Beginning Currency and coins in a revenue handler's drawer or cash register at the beginning of the day. Cash - Ending Currency and coins in a revenue handler's drawer or cash register after balancing at the end of the day. Cash Drawer/Cash Register Used to store currency, coin and checks during revenue handler's shift when completing transactions. Whether it is a cash drawer or a cash register, it must have the ability to be always locked, but especially when not in use. Check — Business/Personal A written order instructing a financial institution to pay a specific amount of money from the writer's account to the payee named on the check. Check — Cashier's A guaranteed form of payment issued by a financial institution, drawn from its own funds, and signed by a financial institution employee. Check — Money Order Often used by people who do not have checking accounts. A secure alternative to cash or personal check. Check MICR Line Magnetic Ink Character Recognition. Magnetic codes at the bottom of a check that indicate financial institution routing number, account number, and check number that provides a way for a machine to read the check. Check - Payee Party to whom a check is payable. 21 Check - Payer Party issuing the payment. Check — Post Dated A check written with a future date, meaning the check should not be cashed until that date. DO NOT accept postdated checks. Check — Stale Dated Check is for a prior date 180 days or more before today's date. A check that is considered no longer valid because it has not been cashed or deposited within a certain period, typically six (6) months, after it was written. Financial Institutions are not obligated to accept or process a stale check. DO NOT aceept stale dated -checks. Check — Returned Item A check that cannot be processed by the financial institution because the account it was drawn on is closed or for other reasons funds are not available. Check — Stop Payment A formal request issued to a financial institution to cancel a check or payment that has not yet been processed. Generally issued for a check that has been lost or stolen, or if payment no longer should be made. Clearing Account A temporary holding account where transactions are recorded before being finalized and allocated to their specific accounts. Counterfeit Currency created illegally to resemble genuine currency, with the intent to deceive and defraud. Producing or using it is a criminal offense. Deposit To leave money with a financial institution or Treasurer's Office for credit to an account. Deposit Slip Paper slip or form on which the depositor lists cash and other items to be deposited. Dual Controls Dual control is often used in conjunction with separation of duties, which means different people should handle different parts of a process. For example, one person might initiate a payment, and another person must approve it. Embezzlement A financial crime involving the theft or misappropriation of money or property by someone who is entrusted with those assets 22 due to their position of trust, such as an employee or an agent. Endorsement The signature of the check's payee is on the back of the check. It signifies the payee's acceptance of the funds and approval for the check to be cashed or deposited. Financial Institution A company engaged in the business of dealing with financial and monetary transactions such as deposits and currency exchange (bank, credit union, other). Financial Institution Account Hold A temporary restriction by a financial institution, credit union, etc. That prevents the account holder from accessing funds. It is often placed to protect the financial institution and the customer and can last from a few days to a week, depending on the reason. Forgery The alteration of a document or instrument with fraudulent intent. Fraud An attempt to obtain funds in other than appropriate and legal means. Guaranty/Bond Deposits Money deposited with the county treasurer's office and held in trust during a specified period. This money is generally refundable if not needed or specific criteria have been met. Identification A document (i.e. driver's license, etc.) that guarantees that its holder is truly who he or she claims to be. Imprest Account An account established for a specific purpose, typically handling small, routine expenses or making change. (i.e. petty cash, cash drawers/registers). It is characterized by a fixed balance that is periodically replenished after funds are spent. This ensures that a predetermined amount is always available for the designated purpose. Loss of Money A revenue handler obtains physical custody of money and then due to negligence, theft or other reasons cannot deposit that money with the county treasurer. 23 Money A type of currency (i.e. cash, coins, checks, money orders, cashier checks, drafts, warrants or travelers checks. Only accept US forms of currency or money. No Recourse When a department is unable to stop or reverse services for a customer whose check for such service is returned for non-payment. NSF — Non -Sufficient Funds Checks or ACH transactions returned by a financial institution due to insufficient funds in such account. Overage An unintentional collection error made by a revenue handler. Where thephysicalamount of cash is over the expected amount. Such overages will be accounted for by using the appropriate FUND AND BAR. Over/Short Policy When it makes financial sense for a department to accept an amount other than the exact amount due. Departments must adopt a policy threshold for over/short transactions and account for such transactions using the appropriate FUND AND BARS. Revenue Money generated from normal business operations. Shortage An unintentional collection error was made by the revenue handler. Where the physical amount of cash is short from the expected amount. Such shortages will be accounted for by using the appropriate FUND AND BAR. 24 SUSPECT DESCRIPTION FORM Appendix A NAME (Print) FIRST M.I, LAST EMPLOYEE 0 NON -EMPLOYEE ADDRESS CITY STATE ZIP TELEPHONE NUMBER WORK: HOME: DATE: TIME: Fill in the blanks below as soon after a robbery as possible on each suspect involved in the robbery. DO NOT COMPARE YOUR NOTES WITH ANYONE ELSE. Do not guess. Describe only those items you are sure of. Once completed, give this form to an investigating police officer or your supervisor. DESCRIPTION OF ROBBER: Race: Age: Sex: Height: Weight: BUILD: .. O Slender 0 Medium O Heavy 0 Obese EYES: • Blue 0 Glasses • Gray O Sunglasses 0 Hazel Shape of Eyes: 0 Brown 10 Black COMPLEXION: O Light 0 Medium 0 Dark 0 Freckled 0 Ruddy HAIR: O Blonde O Bald O Short 0 Red O Partially Bald 0 Medium Brown 0 Curly O Long O Black Straight O Other O Gray O Unkept 0 Partially Gray 0 Wavy FACIAL HAIR: E Smooth Shaven 0 Unshaven 0 Sideburns 0 Mustache 0 Beard 0 Goatee Facial Hair Length/Shape Facial Hair Color SPEECH: O Loud O Raspy O Soft O Lisp O Rapid O Effeminate 0 Slow O Nasal 0 Profane 0 Stutters or Stammers 0 Refined ACCENT: O None 0 Southern 0 New England 0 Spanish 0 English 0 Western 0 Other SCARS, MARKS AND OTHER PROMINENT PHYSICAL CHARACTERISTICS: O Pimples 0 Pock Marks 0 Tattoos O Double Chin 0 Eye Pouches 0 Dimple O Freckled 0 Hollow Cheeked 0 Broken Nose O Prominent Adam's Apple 0 Warts Where O Heavy Scars O Twitch O Lines or Wrinkles O Moles O Hare Lip O Birthmarks O Baby Faced O Other TEETH: 0 Good O Decayed O All Missing O Gaps El Several Missing 0 Crooked O Stained O Buck Teeth 0 Braces or Retainer 0 Gold/Silver O Capped O False CLOTHING: Check if wearing item, and briefly describe (i,e.) color, material, style, etc. O Hat 0 Overcoat 0 Raincoat O Jacket 0 Shoes 0 Hose O Trousers 0 Skirt 0 Blouse\Shirt O Dress 0 Tie 0 Gloves O Other SUSPECT DESCRIPTION FORM JEWELRY: Check if wearing item, and briefly describe. Ring(s) Which hand? © Wrist watch Which wrist? ® Pin(s) El Tie Clasp 1 Bracelets a Earrings El Other MASK OR FALSE FACE: Ei Yes El No Describe AMPUTATIONS: 0 Yes El No Location of Amputation DEFORMITIES: -EI None El Stoop Shouldered O Deformed Hand Which hand? © Crippled Feet El Hunchback El Bowlegged El Stiff Fingers El Crippled Arm El Lame In Crippled Leg El Limp El Other PERSONAL CHARACTERISTICS: El Chewed Gum ri Cigar 1E1 Pipe 1711 Cigarette El Nervous El Calm El Intoxicated El Liquor on Breath El Left Handed In Bites Fingernails a Smiling El Licks Lips El Other WEAPON: El Revolver ® Automatic Rifle El Shotgun El Knife In Bomb El Other El Color, Length of Barrel or Blade Which hand was used? NAME USED: El None NOTE: Did robber use note: El Yes ® No Were you able to retain note: El Yes El No Wording (If note not retained) © Written © Printed ® Other METHOD OF ESCAPE: O Car In On Foot Direction of Travel El Don't Know VEHICLE DESCRIPTION: Was anyone in the vehicle who was not taking part inside the bank? El Yes In No If yes, describe him or her on a separate CRIMINAL SUSPECT DESCRIPTION, Make Model Year El2 Door El 4 Door l Wagon El Van El Truck ri Motorcycle Color License plate number Other distinguishing characteristics (dents, customizations, etc ) Where was the vehicle parked? From what direction did it come? In what direction did the vehicle go when it left? Currency is usually strapped in the following amounts. DENOMINATION_ _ lows'. SAND STRAP' } 's 10's 5'9 $250 _, $2,QU0 ::.$1,000 $100 . s. $50 S2Q0 05_1 Coin Is wrapped In the following amount; DENOMINATION • AMOUNT r $1,00:,(Eisenhower) m. .,$.1..00 (Susan El.) • J . $25.. . $10.00, • 1.0,00, $5 00:: $0.05 $2.00 ::. , $0,5Q.. jar ;$0,10 ss00 Appendix B Currency straps and/or coin wraps are available by request from the county treasurer's office. Appendix C Check Endorsement • Purpose of a Restrictive Endorsement: The primary purpose of a restrictive endorsement is to add a layer of security and to limit how a check can be used. When you write "For Deposit Only" and your signature, the check can only be deposited into the account you specify. • Legal Impact in Washington State: While a restrictive endorsement can limit the use of the check, it doesn't necessarily prevent further transfer or negotiation. Washington State law states that an indorsement limiting payment to a particular person doesn't prevent further transfer. However, if the endorsement includes a condition (like a specific account number), this can affect the endorsee's right to enforce the instrument. • Examples of Restrictive Endorsements: "For Deposit Only": Limits the check to deposit only into the specified account. "Pay to the order of [Specific Bank/Person]": Limits the check to a specific payee. This is the preferred endorsement — departments can contact the Treasurer's Office for endorsement stamps if needed. • Importance of Proper Endorsement: It's crucial to endorse checks correctly to protect yourself from fraud and to ensure the check is deposited into the intended account. • Where to Place Endorsement: It's crucial to endorse checks within the identified endorsement area on the back of the check, however, please endorse as close to the bottom of this area as possible. The Treasurer's Office scans all checks deposited and the scanner prints a digital "for deposit only" that requires a 1-inch space. The remainder of the check should be left blank. • Identification Notations: All identification notations, such as the driver's license number, must be placed on the front of the check. rcti -hoil wee., aA-. Appendix b Where the difference between debits and credits is divisible by 9, there is likely to be an error in transposition. Thus, posting or listing 18 as 81 will mute .an error of 63. 63 4 9 am 7 The chart below will show possible 'figures that may have been transposed to taus,: differences. Amount of difference 63 - possibilities 7-70, 18-81, 19-92. •Amount of • Difference Figures that may fitiveA)een transposed 9 01.40 1.121 .13...32 :34.43 45-54. 5645 47-76 7847 89-98 18 02-20 1341 . '24.J.42 35-53 46-64 5145. 0,46 79-91 27 -0140 147.41 252.' -,J0,0 -4f<=14 $str-s-V1 • .04.0. 36 04-40 15c-51 .26.-61 .37,73 48-84 59-95 4.5 . 05-50 16-61 27.42 38;-83 49-94 54 06-60 17-71 .28-82, ,30-93 63 07-70 18-81 ,29.,--k 72 08-40 19-91 .81 09-90 2, To determine if. a large atnnUnt could be a .transoosition. add the digits and *lithe result Is equally divisibleby 'nine, the difference may be a tto.osposition. To find the exact anicnnit that may have been transposed, divide the actual difference by. bine. For. OiCATril*t .Differenee .12,645.34 Tool: of. ,illgto 27 134uallY disible by nine 3 (Nothing left Over) 1.2,.645.34 *at 1,405.04 14,050.40 1;405.04 11,645-36 3, TRANSNSITIQIIII,EY811811,1G .1ST AND p:DIGIT 99 102-201 ../03302 304,-403 405-504 506-605 607...706 708-807 .809-908 198 , 103-301 204.-402 305-503 400-604 507-705 608-800 709-907 297 104-401 205-502 340-403 407-704 508-805 609-906 396 105-501 206-602 307-703 408-804 509-905 495 106 -6p i .207-702 308--80 409-904 594 107-701 208-802 309-903 693 108-801 •209402 792 109-901 '4 (0 rnay be:repleced.by any nuniber • 2nd digit) 4. If the difference Is divisible by 99, it is likely caused by a slide. The precise slide to look for can be deterinined. Thus, suppose the difference is $43:56, $43:50 99 r 444. Error likely to be .$4400 posted'as 444 TNsapplies to a 2 decimal slide only. For a three decimal slide diVide by 999, 5. . If the balance is "out" an amount• which is exactly .divisible by 2, the error may have resulted from posting or listing to the wrong side of an account, Thus; posting or listing a debit of $60.00 as a credit,will result in a balance which is "out" $110.00. A cash•in listed as an out will put you out of balance 'double the amount listed, (or an 'out' listed as an 'in.), 6, if Sharp machine is used, check for error in Z outs, '. Appendix E When Money Wears Out or is Damaged 1 The life span of paper money varies by denomination because the public uses different bills in different ways. For example, $5 notes have a shorter life than a $100 notes because they are used more frequently for transactions. The $1 note has a normal life span of less than five years. It -is not a crime to have orspendmutilated money, but part of -your -job - is to help remove it from circulation. Torn bills present special challenges, because a financial institution only pays out for bills that are mostly complete. The US Treasury requires two serial numbers for full payment, Be aware of your organizations policies concerning torn bills and ask your customer for to give you a complete bill instead, if possible. Suggest the customer take the torn bill to his or her financial institution , A financial institution rules for accepting torn money are quite strict. If a torn bill is more than 50% intact, or shows 3/4 of both serial numbers, the bank will accept it and pay full face value. If the bill is less than 50% intact, the bank will pay � hing. I1d, PARKS & TRAILS DEPARTMENT SAMPLE ACCOUNT DESCRIPTION Appendix F AMOUNT SubFund 001.000000.146.000 BarlD 321,20 ObjectlD 300000 LinelD 0000,00 AcctDesc CONCESSIONS Amount 001.000000.146.000 347.30 301000 0000.00 BATTING CAGES 001.000000.146.000 347.30 302000 0000.00 FIELD RENTAL 001.000000.146.000 347.30 304000 0000.00 BOAT LAUNCH 001.000000.146.000 367.00 300000 0000.00 CONTRIBUTIONS/DONATIONS NON -GOVERNMENTAL SOURCES 001.000000.146.000 576.80 531030 0000.00 GENERAL PARKS - PARKS & TRAILS 001.000000.146.110 347.30 301000 0000.00 - BATTING CAGES 351.000000.000.000 367.11 300067 0000.00 CONTRIBUTIONS/DONATIONS - MCRA FIELD 6 & 7 351.000000.000.000 369.91 300000 0000.00 OTHER MISC REVENUE Date Prepared By: Received By: TOTAL $ Checks Cash Credit Card Other EFT TOTAL $ Appendix G REPORT OF LOSS OVER/SHORT Any revenue loss or overage in excess of $50.00 must be reported to the Department Head/Elected Official, then to the Mason County Treasurer (pursuant to the Mason County Revenue Handling Policy) via this form. The submission should include all relevant documentation. Date of occurrence: Department: Overage Amount: Shortage Amount: Employee(s) involved: Explanation of overage/shortage: Was activity leading to overage/shortage in accordance with the Mason County Revenue Handling Policy? Yes No (if no, please explain) How could overage/shortage have been avoided? What steps will be taken to prevent such an occurrence from re -occurring? Department Head/Elected Official Received by: _ Mason County Treasurer Received by: Date Date Mason County Auditor Date Appendix M Altered or Raised Bills The main reason financial institutions are so careful about paying dut on torn currency is that "altered/raising" bills was one of the most common cash frauds before graphic software became commonly available. T "alter/ raise" a bill, the criminal replaces the denomination numbers on th; edges of $1 bills with numbers cut off larger bills, usually $20's. With lucl they will be able to pass off the $1 bill as a twenty. This is why it is so important to look at th whole bill. Does the pot Fait match the denomination indicated by the itumbers in the corners. 1 Appendix I Revenue/Cash Handling Policy and Procedures Review Certification Form I, (employee name) within the Mason County (department name) hereby, certify that I have reviewed and understand the policies and procedures set out in the Mason County Revenue/Cash Handling Policy and Procedures document. Print Employee Name Employee Signature & Date Department Supervisor & Date For Treasurer's Office Use: Date Received: Received By: Appendix J Mason County Revenue (Cash) Handling Policy & Procedures Imprest Account Custodian Identification Form Whereas the Mason County Revenue (Cash) Handling Policy and Procedures states in part, XX. Imprest Accounts "all petty cash, revolving funds and imprest accounts must have a custodian of the funds identified and filed with the Mason County Treasurer." Therefore, the following petty cash/ revolving funds and imprest accounts located within (department name) are listed below along with the name(s) of the custodian(s): TYPE OF FUND NAME OF CUSTODIAN PRINT NAME & DEPARTMENT SIGNATURE & DATE Mason County Treasurer use only: Date Received: Received By: