Policy Text
CATEGORY DATE ADOPTED LAST REVIEW NEXT REVIEW
2 1/24/2011 12/01/201 8 12/01/201 9
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
SS202 - Front Desk Monetary Procedures 1 SS202 FRONT DESK MONETARY PROCEDURE
SS202.1 PURPOSE AND SCOPE
The purpose of this procedure is to record the mon ies accepted at the front counter and the
subsequent deposit. The starting/base amount of the front desk cash fund is $ 300.00 and no
disbursements are made from the fund.
SS202.1.2 ACCREDITATION STANDARDS
This procedure pertains to the following CALEA Standards: 17.4.2
This procedure relates to the following General Orders: N/A
SS202.2 COLLECTION OF MONEY
As part of the day -to-day operation of the front desk , it is necess ary to accept money for various
payments . Funds are accepted in the form of cash or a check made payable to the City of
Tustin. Payment s are accepted for Clearance Letters, Vehicle Releases, Repossession Fees,
Cite Sign -Offs, Photographs, and Alarm Permits . PSOs or other employees assigned to the
desk are responsible for accepting the mon ies.
In those instances , a City of Tustin receipt form is filled out list ing the following information:
1) Date ;
2) Prepared by;
3) Cash Amount ;
4) Check No. (if applicable) ;
5) Check Amount (if applicable) ;
6) Name , address and phone number of party paying funds ;
7) Account number (if applicable) ;
8) Service being paid for ;
9) Case Number (if applicable).
A copy of the receipt is given to the Finance Department and the Police Department.
Transactions are prepared by front desk personnel in the following manner:
1) Complete a City of Tustin receipt form along with customer information ;
2) Go to front counter computer station and log into program entitled “Springbrook” ;
3) Under “Cash Receipt” drop down, confirm entry is being made under correct batch
number ;
4) Enter customer’s information as requested;
CATEGORY DATE ADOPTED LAST REVIEW NEXT REVIEW
2 1/24/2011 12/01/201 8 12/01/201 9
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
SS202 - Front Desk Monetary Procedures 2 5) Click “Quick Entry” icon to add proper coding sect ions, (most fall under “Special Police
Services” account) ;
6) Enter cost amount, along with a brief description (i.e. vehicle release 1 8-xxx, citation
sign-off, alarms, etc. ;
7) Save “Quick Entry” then enter the amount and payment type received;
8) Press ENTER to d eposit monies into cash drawer ;
9) Of the three cash receipts that will automatically print from the receipt machine, one
goes to the customer; another is stapled onto the receipt and placed in the front
counter’s receipt basket. The last register receipt is attached to a City of Tustin receipt
form with scotch tape and given to Records.
SS202.3 DRAWER RECONCILE
Cash drawer must be reconciled at 1500 hours daily (excluding weekends and holidays ). Leave
$300.00 in cash box.
1. Under the “Cash Receipt” drop down , confirm correct batch number is displayed then
print “Proof List”;
2. Take the deposit receipts and verify they match the proof list. Add up all cash and
checks and make sure the totals match the proof list. Have a co -worker verify the funds
and sign where applicable;
3. If there is an overage or shorta ge, that must also be reflected;
4. Take proof list, white deposit receipt forms and any cash or checks received to the City
Hall cashie r. They will verify the deposit;
5. Create a new batch number under the “Batch Number” dropdown menu using the next
available business date. A ny subsequent register transactions will be processed under
this newly created batch number.
SS202.4 CASH DISBURSEMENTS / EXPENDITURES
There are no cash disbursements or cash expenditure transactions at the front desk.
SS202. 5 AUDIT S OF FRONT DESK REVENUE FUNDS
The Front Desk Revenue Fund is zeroed out to the starting balance of $ 300.00 daily through the
deposit process, therefore completing a daily audit of the fund. The Accreditation Manager
conducts quarterly audits of all cash f unds, reporting to the Administrative Services Bureau
Commander via his/her monthly report. The City Finance Department conducts random audits
of the cash funds, including the Front Desk Revenue Fund.