Policy Text
Page 1 of 3 12/02 (REV 03/2020 )
OPERATIONS ORDER
Fiscal – Check Log Procedures
The purpose of this Operations Order is to standardize the receipt, deposit and security
of checks within the Fiscal Bureau.
I. Check Receipt
A. All received checks will be given to the ASO III assigned to the Fiscal
Bureau .
B. If the ASO III is out, the checks will be given to the ASO II in Fiscal . If the
ASO II is out, the checks will be given to the Sr. Accounting Manager .
The ASO III will make advance arrangements for someone else to handle
the checks before any scheduled time off (one full day or longer) . The
ASO III will notify the Sr. Accounting Manager, the ASO II, and the
Accounting Managers via email who that person will be pri or to leaving .
C. The ASO III will log the checks into the check log on a daily basis.
D. The ASO III is responsible for endorsing the checks upon receipt.
E. If the ASO III receives a check that does not belong to Fiscal, it should still
be logged into the check log, and the check log should indicate who the
check was sent to and the date it was sent. Every check must be entered
into the check log.
F. If the ASO III is unable to determine who the appropriate person is to
receive a check, the ASO III will con tact one of the two Accounting
Managers or the Chief of Admin Services for assistance.
G. The ASO III will photocopy (not scan) each check and give a photocopy of
the check and the original envelope to the appropriate person. The ASO
III should also give th e appropriate person any other material that was
sent with the check .
H. The ASO III will give the original checks to the Alarms Accounting
Manager . If the Alarms Accounting Manager is out for the day, or if there
is a question about one of the checks, the ASO III will secure the checks
(in a locked drawer, file cabinet, or safe) until the issue is resolved or until
the Alarms Accounting Manager is back.
Page 2 of 3 12/02 (REV 03/2020 ) I. The Alarms Accounting Manage r will make advance arrangements for
someone else to handle the checks before any scheduled time off. The
Alarms Accounting Manager will notify the ASO III, the Chief of Admin
Services, and the other Accounting Managers via email who that person
will be p rior to leaving.
J. The Alarms Accounting Manager will verify that the information entered
into the check log is correct. If it is correct, the Alarms Accounting
Manager will put an X in the verification column. If any information is not
correct, the Alarms Accounting Manager will notify the Chief of Admin
Services via email.
II. Deposit Permit
A. The person who received the photocopy of the check is responsible for
creating the deposit permit in Compass along with the transmittal form.
B. All checks must be deposited with the County Treasury within one week of
when they were entered into the check log.
C. The person who prepared the deposit will give the original, completed
transmittal form to the Alarms Accounting Manager .
D. If a check in the log does not have the permit number entered after one
week, The ASO III will notify the supervisor of the person who is
responsible for that check, and the supervisor will ensure that the deposit
is handled timely.
E. The Alarms Accounting Manager will enter the deposit permit number from
the transmittal form into the check log.
III. Deposits
A. The Alarms Accounting Manager will deposit checks minimally three times
per week (Tuesday, Thursday & Friday) via the armored vehicle service.
The Alarms Accounting M anager will enter the deposit permit number into
the appropriate column in the check log. The armored service pick up date
should entered in the column next to the deposit permit number column.
B. All deposit permit numbers and amounts must be listed on the Excel mini
log that is inserted inside the Loomis shipping bag. The deposits should
be listed in their respective columns (Fiscal, Alarms or any other unit to
which the deposit belongs). The details of the mini log should face
outward in the see -through p ocket of the bag. The total amount on the
mini log should be listed on the Loomis Customer Consignment Log.
Page 3 of 3 12/02 (REV 03/2020 ) C. Complete the Loomis Customer Consignment Log by writing the date,
number of bags, what is being shipped (checks/cash), total amount, and
the Loomis bag number in the appropriate columns. Sign the log.
D. Fold and place the Deposit Permits and the accompanying checks/cash in
the Loomis consignment bag. Place the mini log on the outer side of the
pocket. Complete the required information on the consignme nt bag as
follows:
TO: Treasury
FROM: Sheriff
Date and Declared Amount
Seal the bag
E. The Security Desk will call when the armored vehicle arrives. Hand the
bag to the armored service security officer. The security officer must sign,
date, and indicate the armored vehicle route as well as the time the
consignment is picked up.
IV. Check Log Access
A. The only people authorized to enter information into the check log are the
ASO III, the Alarms