Appalachian District Health Department

Policy and Procedure Policy Name Management Operations Policies Policy Topic Daily Deposits

Section 200

Chapter 222

Approved Date: 05-1-07

Revision Date: 6-27-17

Purpose:

To provide specific guidelines for cash management. For purposes of this policy, cash management includes funds in any form of currency, coins, checks, money orders, credit/debit card payments and electronic funds transfers. All offices receiving cash are responsible for complying with the cash receipting requirements of this policy. All offices are responsible for maintaining a receipting process consistent with this policy. This may include additional policies and procedures tailored to each specific office.

Policy:

It is the policy of Appalachian District Health Department to follow techniques and procedures for receipt and deposit of cash coming into its control and custody according to NC GS 147-86.10 (Cash Management) and NC 159-32 (Daily Deposits). Each office receiving cash will make a daily deposit of all cash received in the course of doing business every day. Cash should not be left unsecured overnight. To ensure segregation of duties, no one person should be responsible for all functions or consecutive functions in the process of handling cash.

Procedure:

The following functions should be completed for each office collecting cash for daily deposits:

1.

Complete Cash Receipt Log - When the daily mail is received, a designated Office Assistant opens the mail and records all received checks on the Cash Receipts Log. All checks are stamped (on back side) with ‘For Deposit Only’ stamp. The checks will be forwarded to the Office Assistant designated to post the payment in the appropriate software (CDP, Patagonia, etc.). A copy of this form will be sent to the Business Office with a copy of the daily deposit form.

2.

Post cash daily - All monies received during each day’s operations will be posted daily in the appropriate software for the location collecting the money. Cash, checks and credit card payments are kept in a secure drawer in each office.

3.

Prepare District Daily Deposit Form - At the end of each day, a designated Office Assistant generates a report (from Patagonia, CDP, etc.) which will be compared to the cash collected. If the two do not match they should be reconciled until they do. Once they match the District Daily Deposit Form will be completed to account for each program funds were collected for that day. A bank deposit slip will be completed.

4.

Deposit Verification – The daily deposit report, actual cash and the bank deposit slip will be verified by a second staff person. The totals on each document should match. Both employees are to sign the District Daily Deposit form and the supporting documentation acknowledging that they are correct.

5.

Deposit Drop Off – The bank deposit slip and cash will be placed in a secure bank bag and dropped off at the local banking institution for processing. This should be done by another designated employee who is not included in the verification of receipts process. 1|Management OperationsPolicies–Daily Deposits