Town of Parker Cash Handling Procedures If your job description does not include any cash/check/credit handling processes (even on a non- routine basis) such that you do not need to be certified in Cash Handling, the following Cash Handling policy statement still applies: Employees who are not certified in cash handling must not accept funds under any circumstances. Even if it is more convenient for a customer to make payment to this individual, the customer must be re-directed to the appropriate cash handler/front desk. Town of Parker Cash Handling Procedures Table of Contents 1. Definitions ..............................................................................................................................................................1 2. Statement of Authority...........................................................................................................................................2 3. Statement of Responsibilities .................................................................................................................................3 3.1 Finance Department .........................................................................................................................................3 3.2 Departments with Cash Handling Responsibilities ...........................................................................................3 3.3 Town Employees ...............................................................................................................................................4 4. General Cash Controls ............................................................................................................................................5 5. Cash Handling Procedures ......................................................................................................................................7 5.1 Currency ...........................................................................................................................................................9 5.2 Credit Cards ................................................................................................................................................... 10 5.3 Checks ............................................................................................................................................................ 12 5.4 Miscellaneous Funds ..................................................................................................................................... 15 5.5 Fraudulent Payments .................................................................................................................................... 15 6. Individual Cash Handler Reconciliation ............................................................................................................... 16 7. Department Level Daily Reconciliation and Reporting ........................................................................................ 17 8. Deposits ............................................................................................................................................................... 19 9. Petty Cash Funds, including Change Funds ......................................................................................................... 20 10. Monitoring, Reviews, and Audits ...................................................................................................................... 21 11. Emergency Events ............................................................................................................................................. 21 Appendix – Cash ...................................................................................................................................................... 22 Steps to Receiving Currency and Cash ................................................................................................................ 22 Counting Currency and Coin ................................................................................................................................ 22 Making Change .................................................................................................................................................... 23 Recognizing Currency and Coin ........................................................................................................................... 24 Detection of Currency Counterfeits .................................................................................................................... 25 Currency Characteristic by Year .......................................................................................................................... 29 Glossary ................................................................................................................................................................... 32 Forms ....................................................................................................................................................................... 36 Departmental Processes .......................................................................................................................................... 41 Town of Parker Cash Handling Procedures 1. Definitions There is a full glossary found at the end of this document. These definitions are also found in the glossary, but are so fundamental to a full understanding of the policies, procedures and processes that they are also included here for reference. Policy is found in the Town Operations Manual and, as such, is mandated for all administrative areas by the Town Administrator, who in turn has authority granted by Town Council to create and apply policy. This document comprises procedures related to the policy. A procedure defines how each policy item is to be implemented. An appendix to this document comprises the processes of each specific department. The processes must be compliant with policy and procedure but allow for variations between Town departments to give specific detail on a procedure with that department. Cash, as referenced herein, includes coin, currency, checks, cashier’s checks, travelers checks, money orders, debit/credit cards, direct bank deposits , electronic funds transfers (ACH), and wire transfers. Currency is an accepted form of money, including coins and paper notes, which is legally designated by a government. A cash till is any approved location for storing cash that will be used in transactions with a customer. A cash till may include a cash drawer or a locking cash box. Custodian. Designated employee responsible for the integrity of cash or other financial assets. The “custodian” of the cash may change over the time the cash is located in the Town but any change must be clearly defined and strictly followed. For example, at the point a cash handler gets and counts their designated cash till, they are the custodian of the cash until such time as they count, separate the proceeds, and return the till. The proceeds then reside in the safe until a designated cash handler doing reconciliation and deposits becomes the custodian. There must be defined ownership of the funds until it is deposited at the bank. Petty cash funds are a small amount of cash set aside for making minor cash payments for which writing of checks or using credit cards is not feasible or practical. Change funds are the extra funds available to replenish the cash tills during the shift or day. They are a subset of petty cash funds yet will rarely, if ever, be used to make cash payments. The rules for establishing, maintaining and replenishing petty cash funds do apply. Updated: 05.22.2017 Page 1 Town of Parker Cash Handling Procedures 2. Statement of Authority In recognition of the need to safeguard public funds, the Finance Department has developed a series of cash control and handling policies and procedures. These policies recognize the decentralized nature of the receipting process while providing for standardized training and consistent review of the revenue structure. The Finance Director or designee is authorized to and responsible for: o The promulgation of rules for establishing procedures for the receipt, handling and deposit of cash funds by Town employees o The definition of documentation required on all such transactions o The definition of reporting requirements to the Finance Department o The certification of, and the ability to rescind certification, of all Town employees who are authorized to receive or handle Town cash in the regular course of their employment or departmental activities o The inspection of departmental cash records, including overages or shortages o The inspection of departmental practices and procedures in handling cash o The contracting of agents to collect cash and their collection procedures The Finance Department shall enforce these rules through on-site inspections and by rescinding certification of any cash handler who fails to comply with Town Policies, Procedures and Department Processes related to cash handling. Updated: 05.22.2017 Page 2 Town of Parker Cash Handling Procedures 3. Statement of Responsibilities 3.1 Finance Department The Town’s Finance Department shall perform the Town’s central cashiering function. Other departments receive cash, checks and credit card charges for services, and authorized employees share the stewardship of financial assets for the Town across departments. The responsibility