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PUBLIC FACILITIES, RECREATION &
SPECIAL EVENTS DEPARTMENT
POLICY NUMBER 2.4
DAILY RECONCILIATION OF DEPARTMENT DEPOSIT
1/14/2008
5/29/2009; 1/31/2014; 11/17/2020
Section 2 - Financial & Accounting
I. PURPOSE
To ensure the balancing of City assets in regard to the revenue collected by the front office cashiers,
while also protecting employees and limiting employee liability
II. PROCEDURE
A. All cashiers will be responsible for balancing their own deposit (see Cash Handling
Procedures/ Parks and Recreation). This procedure balances all currency, coins and checks,
to reports generated by the department’s financial management system.
1. Once the deposit is balanced by the cashier, the deposit will be given to the su pervisor
responsible for reconciling or FTE trained in city cash handling policy. If the deposit
contains cash, the cash must be immediately verified with the cashier present.
2. The deposit will then be placed in a safe until all deposits have been turned i n.
3. Once all deposits have been received and verified, the deposits will be combined into
one. The reconciling supervisor/FTE will then run one Cash Journal for all deposits,
which shows the total amount of cash and checks taken in by cashiers.
4. Tapes will be run for checks. These amounts will be recorded on a Cash Balancing
Worksheet. Currency/Coin will be broken down on the Cash Balancing Worksheet.
5. A Summary General Ledger (GL) Distribution report from the financial management
system will be run for both Cash/Checks. The Summary GL Distribution report
automatically records the totals for each account number. These reports will be used to
enter the dollar amounts for each account number into the Treasurer Receipt (TR)
report.
6. The supervisor/FTE will complete a bank deposit slip and fill out a bank bag with the
amount of the deposit for the cash and the checks.
7. The supervisor/FTE will also complete a daily log recording the deposit slip number and
deposit bag number used along with the TR numbe r.
8. When the supervisor/FTE has verified the complete deposit and prepared the deposit
for Finance, the deposit will have a final verification by another staff in dual custody with
the supervisor/FTE. The checks and cash are verified and totals on TR reports are
verified.
9. Once the deposit is verified and all the paperwork has been signed by both the
supervisor/FTE and the verifier, the cash and checks will be sealed in the deposit bag
with a copy of the deposit slip.
10. The deposit bag is picked up by armored car, and the Cash/Check TR will be
electronically sent to Finance for processing into the General Receipts System.
11. The supervisor/FTE will keep a copy of the individual cashier deposits, the Civic Rec
Cash Journal, the Cash Balancing Worksheet, a copy of the deposit slip. The deposit slip
will then be forwarded on to the Finance Department.
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B. Credit Card Deposits for staff-processed transactions and web transactions.
1. Designated Administrative staff will be responsible for running the Credit Card
Settlement report and balancing that report with the credit card processor.
2. One settlement report is run for web credit card transactions and all staff -processed
credit card transactions, regardless of staff location.
3. A Summary GL Distribution report is run for both web and staff-processed systems and
one TR is completed.
4. The credit card deposits are sent electronically to Finance for entry into the General
Receipts System.
C. Civic Center credit card and check procedures.
The on duty administrative staff member will be responsible for the daily deposits. All checks
and credit cards are processed individually and posted to the Civic Center’s event
management system, Concentrics, that generates deposit forms know as Event Settlements
or Invoices. Note: The Civic Center does not accept cash payments.
1. Upon receiving a Credit Card or Check payment, it will be posted by the Civic Center
administrative staff member on duty in Concentrics and applied to its event by date and
Concentrics number. The administrative assistant will also add the payment to the Civic
Center TR log.
2. All event payments are posted to advanced deposits until the final payment is
received. Each payment will include a Concentric Event Settlement showing which event
and the dollar amount for Advanced Deposit account number, or if final payment, an
Invoice showing which event and the full breakdown of the total by rental, equipment
and services by account number. (This invoice moves the amounts from advanced
deposit to the appropriate accounts.)
3. After posting to Concentrics, 3 copies of the Event Settlement or Invoice (if final
payment) will be printed. One copy will be entered into the event file, one copy put into
the TR logbook, and one copy will be paperclipped to the payment form and dropped
into the Civic Center safe. A copy of the payment form will also be entered in the event
file and TR log.
4. In the case an event has already been paid in full and all money has been moved from
advanced deposits to the appropriate accounts and the c lient adds equipment or
services on the day of the event, then a TR will be generated for the rental, equipment
or services amount with the appropriate account numbers and paperclipped to the
payment form for deposit.
5. All checks and credit card payments are placed into the Civic Center safe until they are
carried over to the cashier’s window at City Hall. Two Civic Center employees will deliver
payments within 2 business day as required by the Finance Department.
At end of month, each event file will be reconciled and closed out in Concentrics. A copy of the
Invoice will be entered in file showing paid in full.
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