Policy Text
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Work Release
Manual Cash Handling
The purpose of this Order is to establish a control system that will provide reasonable
assurances for the safeguard o f cash and protection from errors or irregularities.
I. Policy Statement
This control system dictates t hat no one person shall handle al l aspects of a cash
transaction from beginning to end . Separation of duties and inc reased staff supervision
is mandatory. See related General Order 16/14, Cash Handling Pr ocedures.
II. General Cashiering Guidelines
A. Each morning the Sheriff Rec ords Specialists assigned to the cashier area
should retrieve their draws from the locked cabinet and verify that the
amount of money in the draw i s $200. Any discrepancies should be
reported immediately to the Seni or Sheriff Records Specialist o r Collection
Services Supervisor.
B. Each cashier shall maintain separate cash drawers. If a cas hier must
leave the cashier booth, the dr awers will be locked and the key taken with
the cashier.
C. In the event the collection so ftware system (RevQ) is not op erational, each
cashier shall use a receipt book for hand-written receipts for payments.
III. Collections
A. Acceptable Payment Types
1. The Work Release Division acce pts certified checks, money or ders,
cash, “Official” payments, ATM a nd credit cards only. No perso nal
checks will be accepted. A par ticipant making a payment is
directed to the cashier who wil l post the payment and issue a
receipt.
B. Payments for Administrative Fees
1. The cashier will verify the Work Project referral by obtaini ng a court
commitment form from the applicant.
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Work Release 2. If the applicant does not hav e a copy of the commitment, the
cashier shall refer the applic ant to the officer at the front d esk who
will provide a copy.
3. The applicant shall pa y the administrative fee prior to the eligibility
interview, if possible.
C. Payments for Daily Fees
1. When accepting daily fee pay ments, the cashier shall:
a. Accept the payment amount; if c ash, run it through the cash
machine
b. Identify the account o r set up a new account
c. Input the correct application fee d. Post the payment to the charge e. Issue a receipt
D. Mail, Drop Bo x and Bus Payments
1. Mail and drop box pay ments should be requested in the form o f a
money order or certified check only. Payment envelopes are
opened by a Collection Services Agent who will prepare a log li sting
all the pertinent informa tion of the payments.
2. Any payments received in cash are to be posted immediately.
3. The payments are then given to a cashier for posting.
4. If at all possible, all mail payments are to be posted on th e day they
are received.
5. See Work Release Operations Or der 6/09, Payments by Mail, Dr op
Boxes and Buses, for specific cri teria for processing these met hods
of payment.
E. Fine Payments
1. Refer to Work Release Operat ions Order 06/11, Payment of Fin es.
IV. Hand Receipt Preparation
A. In the event RevQ is not availa ble, receipts for payments mu st be
generated by hand using a cash rec eipt book. The receipts in e ach book
are numbered consecutively, and each receipt consists of three copies.
1. The original (white) i s given to the remitter.
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Work Release 2. The second copy (yellow) is placed with the daily close repo rts.
3. The third copy (pink) remains in the receipt book.
B. Void Receipts
1. If it becomes necessary to void a receipt, the cashier must retain all
three copies and staple them to t he pink copy in the receipt bo ok.
2. The word VOID shall be written across all three copies of the
receipt.
3. All voided receipts should include a reason and the cashier’ s
initials.
V. Refunds
A. Supervisory Approval
1. If a refund is required, a Refund Request form must be completed
or the original overpayment rec eipt be given to the Collection
Services Supervisor for review and approval.
B. Same Day Refunds
1. The following verbiage descri bes the procedure for providing a
participant with a same day paym ent refund for cash, certified
check, or money order payments only. a. Participant presents the orig inal receipt to the cashier.
b. The cashier notifies the Coll ection Services Supervisor or
Senior Sheriff Records Specialist for approval.
c. Upon approval, the cashier refunds the cash, certified check ,
or money order payment to the participant or payee.
2. Whenever possible, ATM or cr edit card transactions will be
reversed on the same day.
C. Other Refunds
1. If it is not possible to ref und payment the same day it is m ade, a
refund check will be prepared by t he Collection Services Superv isor
shortly after the end of the curr ent month. The refund will be mailed
to the participant or payee.
VI. Closing Process
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Work Release