Policy 2206 Cash Receipting
YAKIMA COUNTY FIRE DISTRICT 12
10000 ZIER ROAD
YAKIMA, WA 98908
POLICY # 2206
COMMISSION CHAIR SIGNATURE s/b Ken Eakin, Chair
EFFECTIVE DATE: 6/14/2016
POLICY TITLE: CASH & EFT RECEIPTING
REFERENCE: RCW 39.58.750 & RCW 43.09.240
BUDGETING, ACCOUNTING & REPORTING SYSTEMS (BARS) MANUAL
- PURPOSE
This policy is to identify the means by which the District accounts for fees, contributions, and other forms of revenues that are received by Fire District 12. This policy ensures personal and organizational accountability, defines segregation of duties, and demonstrates fiscal responsibility when managing public funds entrusted to the District’s care.
2.0 SCOPE
The Finance Officer and all Administrative personnel responsible for receiving payments, making deposits and reconciling District records to the Yakima County Treasurer’s reports.
3.0 RECEIPT FORMS
3.1 Receipting of cash, checks, money orders, etc. are to be recorded on pre-numbered and imprinted receipt book with Yakima County Fire District 12 on the receipt (no generic forms).
3.2 Receipt forms must include the following information:
Name of payee.
Amount received.
Mode of payment (cash, check, or other)
Purpose of payment.
Name of employee receipting the funds.
3.3 A receipt shall never be thrown away. In the event that a receipt must be voided, the original and any copies of that receipt must be retained in the receipt book.
4.0 RECEIPTING PROCEDURES
4.1 As designated by the Fire Chief, only Finance Office and/or Administrative personnel shall accept and receipt funds.
4.2 All checks must be restrictively endorsed For Deposit Only immediately upon receipt.
4.3 The top (white) copy of the receipt is given to the payee. In the event that the payee does not want their original receipt, it is then retained with the deposit backup documentation, if the payee wants their receipt then a copy of the original is made for the backup documentation.
5.0 DEPOSITS
The Yakima County Treasurer’s Office acts as the District’s “bank”. Pursuant to RCW 43.09.240, all monies should be deposited at the County Treasurer’s Office within a 24 hour period, at the County Treasurer’s discretion an exception can be granted.
5.1 Due to the proximity of the County Courthouse, Yakima County Fire District 12 will annually request in writing a variance to allow for a weekly deposits.
5.2 Deposits being held for the weekly deposit will be secured in a locked cabinet only accessible by the Finance Officer and the Fire Chief.
5.3 A Treasurer’s Deposit Receipt will be generated from the County Treasurer’s Office once the deposit has been made.
5.4 The Finance Officer will insure deposits balance to the District’s receipt book and internal accounting software.
5.5 The Fire Chief will review and verify all deposits for accuracy.
6.0 ELECTRONIC FUND TRANSFERS (EFT) PROCEDURES
EFT’s are received either directly through the Yakima County Treasurer’s Office or through the District’s local authorized bank.
6.1 Funds received directly through Yakima County Treasurer’s Office:
6.1.1 The District will notify the County Treasurer’s Office of a pending deposit.
6.1.2 Once the deposit is received, the County Treasurer’s Office will advise the District and record it into the District fund.
6.1.3 A District receipt will be issued in accordance with the deposit.
6.1.4 The Finance Officer will insure deposits balance to the District’s receipt book and internal accounting software.
6.1.5 The Fire Chief will review and verify all deposits for accuracy.
6.2 Funds received directly through the District’s local bank:
6.2.1 The District will monitor the bank statements for anticipated deposits.
6.2.2 The deposit will be reconciled.
6.2.3 A District receipt will be issued in accordance with the deposit.
6.2.4 A check from the local bank account will be written for the exact amount of the EFT to the Yakima County Treasurer’s Office for deposit into the District fund.
6.2.5 A Treasurer’s Deposit Receipt will be generate from the County Treasurer’s Office once the deposit has been made.
6.2.6 The Finance Officer will insure deposits balance to the District’s receipt book and internal accounting software.
6.2.7 The Fire Chief will review and verify all deposits for accuracy.
7.0 RECONCILIATIONS
7.1 At month-end, the Yakima County Treasurer’s Office cash reports will be reconciled against the internal accounting software reports. This reconciliation insures that all deposits provided to the Treasurer’s Office have been properly recorded in the District’s funds and that all ending fund balances are correct.
8.0 INTERNAL CONTROLS
The following internal controls enable Yakima County Fire District 12 to properly account for and safeguard cash receipts.
8.1 Funds received by check, cash, money orders, etc are immediately receipted and recorded by Administrative personnel on personalized pre-printed receipt forms.
8.2 Receipt and funds are forwarded to the Finance Officer for deposit at the Yakima County Treasurer’s Office.
8.3 Weekly deposits will be delivered to the Treasurer’s Office in secure bank bags.
8.4 Access to the locked cabinet and the Finance Officer’s office shall be limited.
8.5 A monthly bank reconciliation is performed.
8.6 The Fire Chief will review and verify all deposits for accuracy.
8.7 Deposits and receipts of funds are made available to the Board of Fire Commissioner for inspection and are included in their monthly financial reports.