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Standard 2.10

Chapter 2. Organization and Management

Standard statement

The Agency has a written directive instructing personnel on how to handle and document all cash transactions. The directive will document functions in the agency authorized to perform any cash transactions. The agency shall conduct at least a quarterly accounting of all cash funds. This does not include confidential or narcotics related transactions.

Each bullet must stand alone when establishing compliance, with proofs identified for every lettered requirement.

  1. a.Discussion:
  2. b.Agencies often manage cash in any number of areas including petty cash transactions, receiving cash for bonds and fines, receiving cash for copies of reports, receiving cash for assorted permits such as dog licenses or alarm permits, and even fingerprinting services.
  3. c.Each of these areas needs should consider addressing the following in policy and identify:
  4. d.Who is the custodian of the account (who is responsible to its security)
  5. e.Who is authorized access to the money (can be by name or by position such
  6. f.as the
  7. g.on-duty dispatcher)
  8. h.Where and how the cash is maintained (maybe a lockbox locked in the
  9. i.admin. File
  10. j.cabinet, etc.)
  11. k.How transactions are documented (requests, receipts, log, or balance sheet,
  12. l.etc.)
  13. m.What to do with the money when it is received.
  14. n.How money is turned in, how much is kept available, how additional funds are
  15. o.requested, etc.
  16. p.How often and by whom audited.
  17. q.The policy for each of these areas should be clear enough to allow someone who knows nothing about the process, to be able to read the policy and conduct cash operations without questions. It should also be clear enough for a supervisor or auditor to know if something is wrong.