Dublin City School District
Administrative Guidelines
 

6153 - RECEIPTS AND BANKING DEPOSITS

Deposits must be made within twenty-four (24) hours of receipt by the school secretary/cashier. No payments are to be made from cash receipts. A Cashier's report is used for reporting receipts, and is to be processed according to the following instructions:

All receipts must be kept secured at all times (under lock and key, school safe or night depository).

Football and other substantial gate receipts must be taken to night depository on the evening of the athletic event for safe keeping.

Procedures for Handling Receipts

Activity Advisor/Sponsor
 A.Money received from students
  Complete receipt, give original to student, retain one (1) copy for your records; send one (1) copy along with cash receipts to cashier. PLEASE INDICATE WHETHER PAYMENT IS BY CASH OR CHECK AND LIST CHECK NUMBER.
  1.The following activities do not require a receipt:
   a.Copier charges
   b.Concession sales
   c.Base sales
   d.School store sales
  2.Events for which tickets are sold do not require a receipt, but must use ticket accountability procedures as documented in AG 6611.
 B.The fund special cost center (Fund - SCC) attributed to the receipt must be written on the back of every check received.
 C.Complete Cashier's Report (Section I Only)
  1.Indicate
   a.School
   b.Date
   c.Organization (received from)
   d.Reason/Activity (for)
  2.List each check separately
   a.List name of person writing check, if different from student's name, with the student's first initial and last name in parenthesis. (Sometimes a grandparent, guardian, foster parent, step-parent, etc. may pay for fees, etc.)
   b.Amount
   c.If there are more checks than spaces on form, use additional forms or paper containing the same information to continue list.
  3.List amount of checks, currency, coin, and total.
  4.Signature
 D.Deliver cash receipts along with completed Cashier's report and one (1) copy of each receipt to Cashier. Delivery of cash receipts must occur within one (1) business day.
 E.Receive one (1) copy of Cashier's report verified by cashier as your receipt of moneys deposited with the cashier.

Cashier
 A.Verify amount received from individual submitting Cashier's report.
  1.Verify each item received; checks, currency, and coin
  2.Verify total amount
 

Note: Should amount differ from Cashier's report, return at once to the person submitting the funds.
 B.Complete Cashiers report (Section II only)
  1.Date received
  2.Amount received
  3.Proper coding of funds
  4.Description of source
  5.Signature
 C.Deposit moneys with bank within one (1) business day of receipt.
  1.Complete bank deposit ticket (3 part)
   a.Indicate deposit slip number on Cashier's report.
   b.Be sure that the amounts as listed on the cashier's report equal the currency, coin, and total check amounts as listed on the bank deposit ticket. Stamp each check for deposit only.
    Do Not Cash Personal Checks From Your Cash Receipts.
   c.Send all copies of deposit ticket to the bank.
   d.Summarize totals from all Cashier's reports applicable to the deposit on summary form and forward to the Treasurer's Office.
 D.Maintain file of related Cashier's reports and receipts at the building.
 E.There should be a maximum of two (2) deposits per day from a school site. The office and food service area should each have one. The sum of Cashier's reports must equal one (1) deposit ticket.

Treasurer of the Board of Education

Upon receipt of the validated bank deposit ticket and accompanying Cashier's reports, the Treasurer's Office will receipt in, post the amount, and return a Board of Education receipt to the cashier.

Revised 11/03