CFD Cash Handling Policies and Procedures CFD Campaign Leader Training April, 2011 Cindy Wulff, Program Specialist 2 Brenda Landers, Accounting Supervisor Office of Secretary of State

CFD Cash Handling Policies and Procedures 2 Internal Controls CFD Funds Raised Must be Safeguarded – Agencies must adhere to currently established internal controls for that agency, and must include, at a minimum, the following controls:  Keep cash in a locked and secured location  Two people count cash/checks, run a 10 key tape, and sign the tapes  If the money will be sent to another location to be deposited – send along the signed tapes, along with a fundraiser form(s)  The total on the fundraiser form must match the total cash/checks being sent

CFD Cash Handling Policies and Procedures Fundraisers - Depositing Funds Collected Cash/checks must be deposited by the following day(SAAM 85.50) -Your agency can request an exception to the 24 hour rule Exception for funds deposited in the state treasury requires a waiver from OST - Exceptions for Local Funds o May request a written waiver from OFM o Total cash receipts on hand are under $500 In both cases, must still deposit weekly 3

CFD Cash Handling Policies and Procedures Fundraisers – Depositing Funds Collected Agencies that deposit funds with the State Treasurer should deposit funds into account 525. ALL agencies have the authority to deposit money in account 525. (Suggest to use General Ledger 5199) Fundraising cash and checks should NOT be sent to CFD – they should be deposited by the agency These procedures do NOT apply to checks written by donors completing a CFD contribution form. These are to be attached to the form and sent to CFD. 4

CFD Cash Handling Policies and Procedures Fundraisers – Transferring Cash to SOS Hold all fundraiser deposits in your agency/institution, Account 525 (or local fund if applicable) until the end of your campaign (December). Complete the online Fundraiser Transfer Form located on CFD website. Transfer all fundraiser dollars collected during the campaign as one transfer by December 16 to SOS. This allows the money collected to be disbursed to charities in January. 5

CFD Cash Handling Policies and Procedures Fundraisers - Transferring Cash to SOS The amount your agency/institution transfers to SOS MUST equal the amount of fundraising dollars collected and the amount on the Fundraiser Transfer Form. If you run your campaign or fundraisers outside the fall campaign timeframe, transfer fundraising receipts and submit the on-line Fundraiser Transfer Form to the SOS quarterly. All fundraiser receipts transferred to the SOS should be entered in the on-line CFD Fundraiser database along with the transfer. (Get the document number from Finance/Accounting). 6

CFD Cash Handling Policies and Procedures Fundraisers – Transferring Cash to SOS 7

CFD Cash Handling Policies and Procedures 8

Fundraisers - Transferring Cash to SOS Funds will be directed to the CFD non-specified account and distributed proportionately to all charities receiving funds if your agency does not follow this process. Funds may be transferred via the following methods: – Journal Voucher (account 525) – Check/Warrant – IAP (use SWV # ) Questions, on transferring funds please contact Brenda Landers, Accounting Supervisor for SOS at or by at Questions about how to enter the on-line Fundraiser information, please contact Cindy Wulff, Program Specialist for CFD at or by at or Randy Ryan, Program Mgr

CFD Cash Handling Policies and Procedures Fundraising Expenses WAC – The expenses associated with running a fundraiser cannot be taken or deducted from donations collected during a fundraising event. – Fundraising expenses may be paid by the agency/institution and then, upon request reimbursed by the CFD. – Employees/Campaign Leaders will not be reimbursed by CFD directly. They must be reimbursed by their agency and the agency can submit a request to the CFD. Fundraising expenses cannot exceed fundraising receipts. You should approve all of your agencies fundraising expenses. 10

CFD Cash Handling Policies and Procedures Fundraising Costs – Requesting Reimbursement Prepare an invoice (A19) for fundraising expenses and attach copies of receipts (keep original receipts for your records). Mail to CFD Manager for approval and reimbursement at: 11 CFD Manager MS Olympia, WA

CFD Cash Handling Policies and Procedures Donors Contributions - One-time Check Contributions Checks must be written to CFD Checks written to a specific charity – NOT ALLOWED Checks must be stapled to a Contribution Form Submit checks and forms to the CFD Program Office 12

CFD Cash Handling Policies and Procedures Passing Information Along to Local Coordinators Section 7 of the Campaign Leader Handbook should be shared with every local coordinator who may be organizing a fundraiser or otherwise collecting money. – Some Divisions do not normally handle cash  How do they safeguard it if they don’t have a safe?  Where do the send the money if they don’t normally handle cash?  How should they send it? 13

CFD Cash Handling Policies and Procedures Resources State Administrative and Accounting Manual (SAAM) – OFM Website: CFD Web site – Campaign Leader Handbook (includes cash handling policies) – Related forms 14