Policy Text
Policy
704Garden Grove Police Department
Policy Manual
Copyright Lexipol, LLC 2022/09/01, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentCash Handling, Security and Management - 1Cash Handling, Security and Management
704.1 PURPOSE AND SCOPE
This policy provides guidelines to ensure department members handle cash appropriately in the
performance of their duties.
This policy does not address cash-handling issues specific to the Property and Evidence and
Informants policies.
704.2 POLICY
It is the policy of the Garden Grove Police Department to properly handle and document cash
transactions and to maintain accurate records of cash transactions in order to protect the integrity
of department operations and ensure the public trust. The Purchasing Division of the Controller's
office has prepared a procedural manual for collecting, safeguarding, disbursing, and auditing
petty cash funds.
704.3 PETTY CASH FUNDS
Each petty cash fund requires that copies of all transactions be retained for up to a year.
704.3.1 CHIEF'S OFFICE PETTY CASH
A petty cash fund has been established in the Chief's office for purchases not exceeding$150.00.
With management approval, the petty cash fund may be used for purchases that meet the following
requirements:
(a)The item is required immediately and is not available from Central Stores.
(b)The item cannot be purchased through a vendor where the city has an open purchase
order.
(c)The maximum expenditure will be $150.00. Purchases shall not be split to avoid
limitations on expenditures.
When a manager authorizes a petty cash purchase, the employee shall:
(a)Pay cash for the item to the vendor and receive a receipted invoice or sales slip that
describes the item(s) purchased and the total cost.
(b)Management staff must initial the invoice or sales slip for the petty cash purchase.
(c)Present the invoice or sales slip to the Chief's office or responsible party for
reimbursement.
(d)The employee shall sign the reimbursement request form acknowledging receipt of
purchased items.
(e)Cash may be requested in advance for intended purchases.
The Chief's office will present to the controller's office the receipted invoices or sales slips for
reimbursement to the department cash fund.
Garden Grove Police Department
Policy Manual
Cash Handling, Security and Management
Copyright Lexipol, LLC 2022/09/01, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentCash Handling, Security and Management - 2704.3.2 CREDIT CARD POLICY
A credit card has been issued to the Chief of Police and other managers from the police
department. The purpose of the credit card is to facilitate the acquisition of certain goods
and services for the City in an efficient manner. Refer to the City's Manual of Administrative
Regulations.
704.4 PETTY CASH TRANSACTIONS
Each person participating in the transaction shall sign the reimbursement request form, attesting to
the accuracy of the entry. Transactions should include the filing of an appropriate receipt, invoice
or cash transfer form. Transactions that are not documented by a receipt, invoice or cash transfer
form require a memo, duplicate receipt, bank statement, or proof of purchase.
704.5 PETTY CASH AUDITS
The Chief's Secretary or responsible party will complete a petty cash audit every quarter.
704.6 ROUTINE CASH HANDLING
Those who handle cash as part of their property or Special Investigations Unit supervisor duties
shall discharge those duties in accordance with the Property and Evidence and Informants
policies.
Members who routinely accept payment for department services shall discharge those duties in
accordance with the procedures established for those tasks.
704.7 OTHER CASH HANDLING
Members of the Department who, within the course of their duties, are in possession of cash that
is not their property or that is outside their defined cash-handling responsibilities shall, as soon as
practicable, verify the amount, summon another member to verify their accounting, and process
the cash for safekeeping or as evidence or found property, in accordance with the Property and
Evidence Policy.
Cash totaling $500 or more requires immediate notification of a supervisor, special handling,
verification and accounting by the supervisor. Each member involved in this process shall
complete an appropriate report or record entry.
704.8 FEES FOR SERVICES
Fees for service will be established by Resolution of the City Council of the City of Garden Grove
and will be charged when appropriate. A master copy of all fees charged by the city, including the
police department, will be maintained by the records manager.
704.8.1 ADMINISTRATIVE FEES
The fees will normally be paid at the police department records counter during normal working
hours. The transaction may be made after working hours only in the instances not requiring an
investigator's release. Recovered stolen vehicles where CSI has been completed may be released
Garden Grove Police Department
Policy Manual
Cash Handling, Security and Management
Copyright Lexipol, LLC 2022/09/01, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentCash Handling, Security and Management - 3at any time, providing the recovered stolen vehicle has not been placed on an "Evidence Hold" by
the Garden Grove Police Department or any outside police agency. If an "Evidence Hold" exists
on the Stolen Vehicle System (SVS) paperwork or SVS computer response, then the appropriate
Garden Grove Police Investigator or the appropriate outside police agency representative will
have to authorize the release of the recovered stolen vehicle.
704.8.2 APPEALS
A police department employee will be designated by the Chief of Police to have the responsibility