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fn' <br /> • <br /> . • CASH HANDLING <br /> 4.6 Deposits must be placed in special deposit bags provided by the bank and <br /> either turned over to armored car transport or taken directly to the local <br /> branch. <br /> 4.7 Any deposit errors or other reconciliation issues must be reported to the • <br /> Accounting Division Immediately. • <br /> 5.0 General Internal Controls <br /> 5.1 A staff member who is not directly responsible for receipting cash must <br /> review and approve reconciliations and deposits. <br /> 5.2 Staff responsible for administering accounts receivable must not perform <br /> cash receipting. <br /> 5.3 Mail should be opened with two people present and all checks received <br /> must be immediately endorsed with a restrictive endorsement stamp made <br /> payable to the City of Everett. <br /> 5.4 During hours of operation, all forms of cash must be kept In a secure place <br /> with restricted access. At other times,all cash should be stored in a safe <br /> or other locked,secure place until deposited. <br /> 5.5 Access to the safe should be limited to no more than two staff members. <br /> The combination must be changed when there Is a change in responsible <br /> personnel. <br /> 5.6 Monthly bank statement reconciliations must be performed by an <br /> independent person who does not have cash custody or cash receipting <br /> responsibilities. Any differences that are identified during the monthly <br /> bank reconciliation should be researched and resolved in a timely manner. <br /> 5.7 All cash receipts and related documents must be maintained in <br /> accordance with record retention schedules. Cash register tapes,deposit <br /> slips, credit card receipts, copies of manual cash receipts,validated <br /> deposit slips, etc.,should be kept for six years. These records should be <br /> maintained by a staff member who does not prepare deposits. <br /> 6.0 Exceptions <br /> 6.1 The Chief Financial Officer must approve exceptions to these procedures. <br /> For example,in cases where there is insufficient staff available to maintain <br /> complete separation of duties, an alternate process to safeguard City <br /> funds must be established and approved by the Chief Financial Officer. <br /> Requests for exceptions to these procedures must be submitted to the <br /> Chief Financial Officer in writing. <br /> a - <br /> 3 11/15/64 <br /> 5 7 <br />