CASH HANDLING POLICIES AND PROCEDURES TRAINING August 27, 2015

DISCUSSION TOPICS Responsibilities & Internal Controls Payment Collections Cash Payment Collections Counterfeit Procedures Cash Drawer Guidelines Check Payment Collections Credit Card Payment Collections Receipts Deposits Refunds Change Fund Requests Custodian Change Requests Safe Combination Authorization List Cash Count Worksheet Q & A Formal Solicitations: Vendor Requirements Piggyback Procedures Formal Solicitation Exceptions Leases, Contracts, and Agreements (Requirements, approval, Contract Change Orders, and Task Orders)

RESPONSIBILITIES & INTERNAL CONTROLS OMB is responsible for updating the Cash Handling Policy and conducting training for departments. Departments are responsible for establishing internal controls to ensure compliance with the Cash Handling Policy. Custodians are responsible for ensuring that cash is safeguarded and records are timely, accurate, and complete. Internal Controls: Co-mingling of personal and County funds is prohibited. Limit the number of employees with access to County funds. Post fees at cash collection points. Always store cash in a secure location. Restrict safe combinations to as few employees as possible. Lock offices after working hours and maintain a list of key holders. Limit access to cashiering areas. Prepare deposits and balance cash drawers out of sight of unauthorized individuals. Separate duties for cash handling and recording/auditing. Authorize only one employee per cash drawer. Document cash and check transfers between employees. Reconcile deposit receipts to cash receipts. Obtain written approval from a supervisor for any adjustments to cash receipt records.

PAYMENT COLLECTIONS Acceptable forms of payment: Cash Personal checks* Bank checks and drafts Express and post office money orders Cashier’s checks Credit cards * Personal checks may not be accepted for the sale of material or property to the public. Payment collection guidelines: Payments must be made for the exact amount due. Receipts must be issued for each transaction. When multiple forms of payment are used, only one receipt will be issued. When a single form of payment is used for multiple accounts, a receipt is issued for each account.

CASH PAYMENT COLLECTIONS DO: Count the coins to the nearest dollar first, then count the bills. Count cash twice before paying out. Count cash onto the counter and out of the customer’s reach. Keep cash in sight until the transaction is complete. Check for counterfeit currency for denominations of $20 and higher. Restart a transaction if an interruption occurs. “Twist” new money to ensure new bills are not sticking together. Put cash in the cash drawer after change has been verified and returned to the customer. Always close the cash drawer after the completion of each transaction. DO NOT: Do not accept foreign currency of any kind. Do not accept bent or mutilated currency.

CAN YOU SPOT THE FOREIGN COIN??

COUNTERFEIT PROCEDURES Test bills over $20 with a counterfeit bill-detecting marker. If the bill tests counterfeit, test the bill again in the presence of another employee (out of the customer’s sight). If the second test gives the same result, seek out a supervisor. Keep the currency and delay the customer while the Sheriff’s Office is called. Obtain a copy of the customer’s photo identification and make a copy of it. KEEP YOURSELF OUT OF DANGER. If the customer becomes impatient, you may inform them of the reason for the delay. If the customer becomes upset, inform them that the police are on their way. If the customer tries to leave, DO NOT attempt to detain them, instead: Keep the counterfeit bill(s), Place the currency in an envelope to preserve the fingerprints on the bill, Write down a description of the customer and their vehicle along with their license plate, if possible, and Give the police all the documentation when they arrive.

CASH DRAWER GUIDELINES Assign separate cash drawers. Turn the display so that it is visible by customer. Issue transaction numbers sequentially. Keep the cash drawer locked. Keep the cash drawer neat and orderly at all times. Do not keep excess cash in the cash drawer. Count and sign for assigned funds at the beginning and the end of each shift. Overages/shortages must be reviewed by a supervisor; a memo of explanation must be sent to the Finance Department and OMB.

CHECK PAYMENT COLLECTIONS DO: Accept checks only for the exact amount of the payment. Request photo identification; if photo identification is not available, request an additional form of identification. Compare the person with the description and photograph provided on the identification. Have personal checks made out in your presence & made payable to the Sumter County Board of County Commissioners. Write the following on the face of the check: Address (if different than the address imprinted on the check), Phone number, Identification number & expiration date, and Receipt number. Place a restricted endorsement stamp on the back of the check at the time it is received. DO NOT: Do not disburse any change for a check payment. Do not honor a stale-dated or post-dated check. Do not accept third party checks.

CREDIT CARD PAYMENT COLLECTIONS Accepted Cards: All credit card payments are processed through MyFloridaCounty.com. All credit card payments are subject to a non-refundable service fee per transaction. Funds are immediately added to the credit card holder’s account balance. Personal identification is required at the time of the transaction. Credit card transactions must be processed at the time the customer is either present or on the telephone. The following information must be obtained for credit card payments via telephone: Customer name (as it appears on the card) Card number Expiration date Zip code CVV security code Any information documented in writing for reference during the transaction must be destroyed upon completion of the credit card processing.

RECEIPTS Approved receipting systems: Receipt Controls: Official County Receipt Books Special Receipts (permits, licenses, etc.) Cash Register System Receipt Controls: Keep receipt books safe and away from unauthorized users. Assign one employee per department who does not have cash handling responsibilities for control of blank receipts. Return outstanding receipt book(s) prior to issuance of new book(s). Obtain written approval prior to issuance of special-purpose receipts. Reconcile credit card receipts to the end-of-day report generated by the credit card system. Issue receipts in numeric sequence in the presence of the payer for the exact amount received. Fill out all fields in ink on every receipt and indicate the form of payment. When a receipt needs to be voided, write “VOID” in large letters across the receipt.

DEPOSITS Rental Deposits: Bank Deposits: Deposits must be made daily if collections equal $50 or more. Funds must be deposited each Friday at a minimum. Deposit slips must be prepared by an employee independent of the payment collection process. Disbursements should NOT be made from collections prior to deposit. Deposits must include the deposit slip with the corresponding cash and negotiable instruments. Each deposit should be reviewed by a supervisor prior to transfer to the courier. Each deposit must be sealed in a tamper resistant bag and held in a secure location. Deposits must be made during regular banking hours. An official deposit pick up log should be signed by the courier and deposit keeper for each deposit. Once the bank receipt is received, the amount listed on the receipt should be verified against the amount listed on the courier log. The deposit receipt and all supporting documentation including the daily worksheet, check listings, credit card receipts, and any other applicable reports that support the deposit amount should be transferred to the Finance Department. Rental Deposits: Cash, checks, or credit cards are accepted for rental deposits. Rental deposits must remain secured in a cash drawer with copies of the usage agreement and the citizen’s driver’s license until the equipment is returned. All deposits remaining in the cash drawer each Friday must be deposited via the bank deposit procedures.

REFUNDS Cash or Check Payment Refunds: Credit Card Payment Refunds: Department submits request to OMB. OMB forwards approved refunds to the Finance Department. Finance will issue a refund check. Credit Card Payment Refunds: Department Manager submits request to OMB. OMB processes approved refunds via MyFloridaCounty.com. Refunds are credited back to the original card which was used for payment. If a partial refund is required, the full amount is refunded and the correct amount is charged to the credit card. Rental Deposit Payment Refunds: If rental equipment is returned prior to Friday, the department returns the deposit to the citizen in the same form in which it was received. If rental equipment is returned after Friday, the department deposits the rental fee on Friday per the Cash Handling Policy. Once the rental equipment is returned, the department submits a refund request to OMB. OMB will forward approved refunds to the Finance Department and the Finance Department will issue a refund check.

CHANGE FUND AUTHORIZATION FORM This form is to be completed each time a fund needs to be added, removed, increased, or decreased, or if the custodian of a fund is changing. Each fund must have one custodian and one alternate. General information: Identify the pertinent information relating to the requested change. Physical cash count: The funds should be counted in the presence of the custodian, the alternate custodian, and a witness. The physical cash count is documented in this worksheet. Signature of parties present during the physical cash count: All parties present during the physical cash count must sign the form.

SAFE COMBINATION AUTHORIZATION LIST This form is to be completed when a department is adding or removing employees which have access to the Safe Combination. All employees which are retaining access to the safe combination must be listed. The completed form should be signed by all parties and submitted to OMB.

CASH COUNT WORKSHEET This form is to be used for deposits and cash balancing at the beginning and the end of each shift. The custodian and a witness should be present during each cash count. Both parties present during the cash count should sign the worksheet indicating verification of the funds accounted for.

QUESTIONS? OMB Main Line: 352-689-4435 OMB can also be reached via email at: OMB@sumtercountyfl.gov Want a personal training session? Just ask! 