Policy Text
Correctional Services Page 1 of 3 6/10.0 (Rev 4/16)
Work Release-Collections
Preparation of Deposits
The purpose of this Order is to provide guidelines for preparin g monies collected by the
Work Release Division for deposi t with the Sacr amento County Tr easury.
I. Policy Statement
In order to guarantee the posting of deposits to the correct ac counts, a completed
deposit permit will accompany col lected monies to the Sacrament o County Treasury.
Deposits and deposit permits will be prepared and processed wit hin 24 hours of
receiving payments, if possible. When balancing has been completed at the close of business, all cash receipts will be
secured in the safe. The followi ng morning the Senior Sheriff Records Specialist or
Collection Services Supervisor will retrieve the cash, money or ders, ATM, Credit Card
and Official Payment receipts fr om the safe and will prepare th e deposit.
II. Verifying Receipt Amounts
A. Each cashier’s cash drawer is balanced separately.
B. A tape is run to verify coin , cash and negotiable instrument s against the
“Cashier Clearing Report”. If the totals do not balance, a sec ond tape
should be run and cash recounted.
C. If the discrepancy cannot be found, the Sheriff Records Spec ialist should
contact the Senior Sheriff Records Specialist or Collection Ser vices
Supervisor. They will assist in guiding the SRS in balancing t heir receipts.
III. Discrepancies That Cannot Be Found
A. If the discrepancy cannot be found and the cumulative differ ence is
$100.00 or more in one day ($200.00 or more per fiscal year) pe r cashier,
the procedure outlined in the Ge neral Order 16/04, Cash Shortag e and
Overage Procedures, must be follo wed, and the Division Commande r
must be notified.
B. After all procedures have been followed, the deposit is prep ared.
Correctional Services Page 2 of 3 6/10.0 (Rev 4/16)
Work Release-Collections IV. Initial Deposit Preparation
A. Once the cash and negotiable instrument s for each cashier ha ve been
verified, funds are commingled for deposit. Commingled amounts must be
re-verified via an adding machin e tape. This tape must be atta ched to the
“Collection Activity Summary”.
V. Preparing Coins
A. Coins shall be placed in an envelope provided by the Sacrame nto County
Treasurer. The amount of each coin and the total are to be han d-written
on the envelope. We do not accept payments made in unrolled coi n.
Rolled coins will be ac cepted only if the participant’s name, a nd account
number are legibly printed on t he wrapper. However, we still d iscourage
participants from payi ng with rolled coin.
VI. Preparing Cash
A. Cash shall be bundl ed by rubber band in multiples of 20 bill s, as shown in
the following table:
Number of Bills Denomination Total Amount
20 $100 $2,000
20 $ 50 $1,000
20 $ 20 $ 400
20 $ 10 $ 200
20 $ 5 $ 100
20 $ 2 $ 40
20 $ 1 $ 20
B. If quantities permit, bills ma y be further bundled in groups of five bundles,
and fastened with ano ther rubber band.
VII. Preparing Negotiable Instruments
A. An additional calcu lator tape for money o rders and certified checks must
be prepared. The tape is attached to the stack of money orders and
certified checks and goes to t he Treasury Department.
VIII. Deposit Permits
A. A single “Parked COMPASS Deposit Permi t” is prepared for eac h day,
regardless of types of collecti ons. One copy of the “Parked CO MPASS
Deposit Permit” and two copies of the “handwritten deposit perm it” are
delivered to the County Tr easury with the deposit.
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Work Release-Collections IX. Deposit Preparation
A. Cash and negotiable instruments are placed in a locked bank bag and
secured in the safe, along with the deposit permits, until a sw orn officer
can transport the deposit to the County Treasury.
B. The deputy signs for the bag, bu t does not verify the amount s.
X. Final Reports
A. After the deposit has been comp leted, the “Collection Recap Report”, with
the “Cashier Clearing Reports” attached, and all other related
documentation, are given to the Division Budget Coordinator for statistical
tracking.