Policy Text
I. Records Unit Cash Drawer
A. A cash drawer with $50.00 change capability will be maintained and
secured in a locked drawer in the Records Unit. Key access will be
restricted to the Records Unit Manager or designee.
[17.4.2e]
B. Records Unit employees will be authorized to receive cash or checks and
make change during transactions related to public records requests and
other Records Unit services.
[17.4.2e]
1. Records Unit employees are prohibited from using cash drawer
funds for general disbursements.
[17.4.2c]
9/14/21
2. Records Unit employees will issue receipts for all cash and checks
received.
[17.4.2b]
a. Receipts will include the purchaser’s name, type of service
received, payment designation, amounts received and
disbursed, and the log-in identifier of the Records Unit
employee conducting the transaction.
[17.4.2d]
b. The original receipt will be maintained in the Department’s
computerized receipt system. The receipt system will
identify the initial balance, credits - cash received, debits -
cash disbursed, and balance on hand.
[17.4.2a]
c. One copy of the receipt will be given to the person making
the payment.
d. One copy will be sent with the daily revenues to the City
Finance Department Cashier’s Office.
3. The Records Unit Manager or designee will be responsible for the
cash drawer’s administration, maintenance and reconciliation. The
cash drawer will be reconciled daily, monthly and quarterly to
ensure all cash funds have been appropriately managed and
balanced.
[17.4.2f]
4. The Records Unit will maintain a balance sheet, ledger or other
system that identifies the account’s initial balance, credits in the
way of cash income received, debits and balance on hand. The
account will be reconciled and audited by the Department’s
Financial Management Unit (FMU) quarterly to ensure all cash
funds have been appropriately managed and the account balanced.
Audit reports will be forwarded to the City’s Finance Department.
[17.4.2a,f]
5. All original reconciliation reports will be forwarded to the Chief
of Police through the chain of command.
6. The City Finance Department may conduct audits in accordance
with generally accepted accounting principles, their policies or state
law. Audit discrepancies are addressed through a special audit by
the City Finance Department.