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<br />Objective <br /> <br />The objective of the city council in meeting this goal is to ensure that all cash intended <br />for the city is received, promptly deposited, properly recorded, reconciled, and kept under <br />adequate security. <br /> <br />Procedures <br /> <br />1. Se!!re!!ation of Duties <br /> <br />No financial transaction shall be handled by only one person from beginning to end. <br /> <br />a. The Receptionist/Account Clerk will be responsible for receiving all cash <br />payments to the city, whether by mail or in person. In the absence of the <br />Receptionist! Account Clerk, the City Clerk may receive cash payments. <br /> <br />b. The Account Clerk will be responsible for depositing cash receipts and coding <br />and recording the same in the general ledger accounts of the city. <br /> <br />c. Financial reports and bank reconciliations shall be prepared by the Finance <br />Director and presented to the council on a monthly basis. <br /> <br />d. Invoices for utility billing or other city services shall be prepared by the <br />Account Clerk or Finance Director. An accounts receivable register for utility <br />billing will be maintained by the Account Clerk. All other accounts receivable <br />will be maintained in a register by the Finance Director. <br /> <br />2. Accountin!! Controls <br /> <br />a. All payments to the city shall be accompanied by a pre-numbered cash receipt, <br />stating the date of the receipt, the amount of the receipt, a description of the <br />item or service being paid for, and a description of the revenue account the <br />revenue should be allocated to. <br /> <br />b. A monthly cash receipts journal will be prepared that details the date of the <br />receipt, receipt number, amount of receipt, and description of the revenue <br />account to be credited. <br /> <br />c. The pre-numbered receipt shall be two-part. The first part will be given to the <br />payer, the second part will be retained with the payment and given to the <br />Account Clerk for recording and filing. <br /> <br />d. All cash receipts will contain the signature, or at least the initials, of the staff <br />. member receiving the payment (typically the Receptionist/Account Clerk.) <br /> <br />e. An accounting of change given for cash should be noted on the receipt. <br /> <br />7 <br />