NAG 4: FINANCE AND PROPERTY

TRENTHAM SCHOOL STATEMENT OF INTENT

CASH HANDLING

Reviewed by Finance – August 2021

Reviewed by BOT – August 2021

Ratified by BOT – August 2021

Next Review Date - July 2024

PURPOSE

Provide a clear and defined process for cash handling through classrooms, office, fundraising and non-educational group activities.

GUIDELINES

School

1. Unsolicited donations may be paid at the School Office or by internet banking. Payment will be receipted as soon as possible and a receipt provided.

Cash Handling in the Classroom

1. Classroom teachers are required to record and send all money to the office for trips and activities as soon as they receive it by completing a “Money Balance Form”. The form will state what the money is for, date, which room and the total(s). A separate completed form for each event/trip/activity is required.

2. A total of no less than 2 students shall deliver any money collected that day, along with completed forms to the Office by 9.30am the same day.

3. No money is to be left in the Classroom overnight.

4. The Office will check money received from the Classroom and put the form with the banking sheet to be kept for the accountant and audit purposes.

5. One of the Office staff will count the money, complete the banking form and write in the notebook the day’s banking for all the classrooms.

6. Where possible, another staff member will code the deposits, verify (5) above to be correct and enter in the computer.

7. One of the Office staff will take the money to the bank.

8. All money received will be banked as soon as possible.

Non Educational Group (NEG) Funds

1. A Non Educational Group (NEG) is considered to be groups of people that are providing an extra service to the students or staff at Trentham School. This applies to any group that is formed to fundraise for a school activity.

2. Any money received for unihoc, flippaball or netball subs shall be receipted.
   

3. Any NEG money will be placed in a designated bag, locked away and will await a delegated person from NEG to collect.

4. When the money is counted on school premises, two persons from the NEG will count the money.

5. The NEG will complete a bank form, bag the money and give it to the Office staff to code and bank. One of the office staff will count the money, complete the banking form and write in the notebook the day’s banking. Where possible, another staff member will code the deposits, verify the banking form and notebook to be correct and enter in the computer.

6. All purchases through the NEG require receipts to be returned to the Office for record keeping.

7. All payments from the NEG must go through the Office.

Petty Cash & Morning Tea

1. Petty cash and morning tea money will be kept in the safe at all times and is balanced monthly.

2. All staff will be required to complete a Petty Cash payment voucher form supported with receipts before they receive any reimbursement by the Office staff.

Money Not Banked

1. All money not banked during the day will be locked away in the safe and banked by Friday of that week at the latest.