Money Handling Procedures
Money Handling Procedures
Embedded Files
Cash & Sales
Cash & Sales
** When applicable, preferred method of collecting funds is through creating a button at the ASB store or webstore.
Always start with an accurate inventory or pre-numbered tickets.
When sales items run out, do not take cash from the cash box and run to the store to purchase more sales items.
Do not reimburse anyone for expenses from cash in the cash box.
Turn in money collected DAILY
Complete deposit form
The Activities Accounts Clerk will not accept an incomplete deposit
If there is a discrepancy, write an explanation on the deposit slip and initial the notation
Cash Box Procedures
Cash Box Procedures
Requesting Cash Box
Email the bookkeeper at least 1 week before cash box is needed
Include in the email:
Amount of petty cash needed
Breakdown of bills (ex. 40 in 1’s, 20 in 5’s)
Event name and date
Time you’ll pick up the box
Pick up box and verify contents
Returning Cash Box
Give to an administrator at the end of event/fundraiser to put in safe (if Activities Accounts Clerk is not available) with completed deposit form and backup documentation. Or place in drop box (prior arrangement)
Money should be placed in the tamper evident bags located inside the cash box.
Count money with bookkeeper the following day/time of deposit
Security
Security
Security of monies is of the utmost importance
Do not leave cash unattended
Always have two people present while counting money
Turn in deposit daily
ALWAYS have a certificated staff member present during any type of sales
Advisers should be the party depositing money - We will not accept money from students.
Allow the club treasurer to complete the deposit under your supervision - that’s part of their job!
Sales Procedures
Sales Procedures
Anything that involves the exchange of money needs to be documented.
You have 3 options for this documentation:
Individual receipts - used for larger amounts (any amount over $10.00)
must have: date, student’s name, amount paid, what was purchased, method of payment, and signature of person receiving money (ex. receipt book)
Group receipts - used for smaller amounts
must have: student printed name, student signature, amount collected (ex. spreadsheet)
Inventory form - used for bulk items that can be counted (discount cards, concessions)
must have: individual items, starting amount, ending amount, total sold
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