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PUBLIC FACILITIES, RECREATION &
SPECIAL EVENTS DEPARTMENT
POLICY NUMBER 1.19
DONATION PROCESSING
12/1/2007
3/10/2009; 1/31/2014; 2/5/2021
Section 1 – Administration
I. PURPOSE
The purpose of this policy is to ensure the proper handling and processing of all monetary
donations.
II. PROCEDURE
All monetary donations must be deposited through the Department’s financial accounting system.
The administrative staff will enter the monetary donation through the division’s Point Of Sale (POS)
software, hand delivered to the cashiers at City Hall or by armored vehicle service, with a completed
Treasurer’s Receipt to ensure the monetary donation is deposited to the correct account .
1. Monies received by staff must be turned in immediately for processing the next business day
unless the funds are received after work hours or on the weekend. If the monies are received
after hours or on a weekend, the staff member is responsible for keeping it in a secured
location until it can be given to an administrative staff member to process.
2. Program staff receiving a monetary donation must follow the Finance Department Cash
Handling Procedures.
3. When the monies are submitted to the administrative staff for processing, the program st aff
must inform the administrative staff what account to deposit the funds in via letter or e -mail
to ensure the correct processing of the funds.
4. If the donation is in cash and not a check, an “Off-Site Collection” form must be completed
with a breakdown of the currency. When the currency is given to the administrative staff
member for processing, the currency must be verified in dual custody with the program staff.