From:	C.D. Crepps
To:	Department Contacts
Cc:	Finance Office
Subject:	year-end monies
Sent:	TUE,JUN25@10:42AM

GREETINGS,

Our fiscal year-end is fast approaching. Please refrain from entering any new requisitions on Friday, June 28 or Monday, July 1, as we close out this fiscal year and open up the next one.

This reminder message is specifically for staff that may assist in the department’s collection processes. Please forward to other appropriate staff that may need to receive this message.

I will be periodically broadcasting information to all of you via email, yet please do not hesitate to contact me by phone or email if you should have any questions or concerns for me about what is communicated.

A. NORMAL DAILY PROCESS

As it relates to collecting monies and preparing bank deposits, we are asking everyone to continue normal operations without any interruption in your service to our citizens. However, to meet demands for the daily bank deposit, you MAY need to change your processes to accommodate these changes. It is imperative that ALL monies collecting during the ENTIRE business day (up until closing time) be included in Finance's bank deposit on the afternoon of the very NEXT business day.

(So, unless you stop accepting payments at a certain time each afternoon and then bring monies to Finance on the same day as collecting, please bring your monies to Finance by 1p on the very NEXT business day.)

By statute, the County is required to deposit all monies daily. Under normal day-to-day circumstances, ALL monies (cash, checks, money orders, etc.) should be deposited daily. In practice, this means that monies collected each workday should be prepared for deposit by the following workday. This deposit must be made either with Finance or directly with the bank. Presently, all departments bring their monies for deposit to Finance and Finance makes a daily trip to the bank. In light of this statute, please be sure to have your deposit to us by 1p so that our trip to the bank will include all monies collected during the previous business day.

1. OVERVIEW
Anyone with monies (cash, checks, money orders, etc.) at the end of a business day will have until 1p on the next business day to prepare their portion of the County’s bank deposits. All monies available at the end of the prior business day should be included. By having this deadline, you will never be in possession of monies collected prior to the last business day. Monies collected during the business day should be locked up overnight. Then, by 1p of the next business day, these monies collected should be prepared for bank deposit and brought to Finance.

2. COUNT MONIES
In this process, please count both (1) the cash being kept and (2) the monies being deposited in the bank. There should be no monies (cash, checks, money orders, etc.) that do not fit either category and you should only keep the amount of money you started with on that day. For example, if you started with $0, all monies will be included for deposit. Yet, if you start everyday with $100 in a cash drawer, then you’ll keep $100, like always.

3. ENTER CASH RECEIPT
After entering amounts onto a new cash receipt batch within the MCSJ financial system, print that cash receipt. Then, by 1p, please bring two copies of the cash receipt printout to Finance along with the monies being deposited in the bank.

(Exception: For payments received in the office, Property Taxes creates a TXT file that Finance imports into the MCSJ financial system, so no cash receipt batch is needed and no cash receipt is printed.)

4. WHEN COMING TO FINANCE AFTER 1P
On rare occasions that you must come after 1p, please contact Carrie W. to make other arrangements. Carrie W. usually takes a lunch hour between 1p and 3p and is tasked with having the bank deposit prepared by 3:15p each day. Due to these constraints, it is imperative that you observe the 1p daily deadline to allow Finance sufficient time to combine all monies and prepare the bank deposit.

5. ARRIVE TO FINANCE
As a final count, please allow a few minutes for us to re-count the monies you’ve prepared for deposit before leaving. Carrie W. will initial a cash receipt printout and return it to you. Then, Carrie W. will prepare to update the cash receipt batches each day.

Finance will take all monies for bank deposit to the local banks as soon as practical after collecting and combining all your monies for deposit (which normally follows lunch breaks). Finance will strive to get monies to the banks by 4:15p so that the banks have sufficient time to verify the bank deposit before the end their workday.


B. ON JUNE 28 -- BY 1P (LAST BUSINESS DAY OF THE FINANCIAL YEAR)

On this last business day of the fiscal year, steps 1 and 2 identified in the normal process above, plus modified step 3 identified below, should be performed by a non-supervisor. A supervisor may perform these steps if a different supervisor will perform new step 3A identified below on this last business day of the fiscal year. Following step 3A, step 4 will be skipped and step 5 will be handled as normal. Skipping step 4 means that all deposits, without exception, must be brought to Finance by 1p on this day.

3. CASH RECEIPT-MODIFIED
After entering amounts onto a new cash receipt batch within the MCSJ financial system, print that cash receipt. **Also, mark on that cash receipt printout the amount of cash being kept (the amount of money you started with on that day).** Then, by 1p (**after a supervisory re-count, see additional step 3A below**), please bring two copies of the cash receipt printout to Carrie W. in Finance along with the monies being deposited in the bank.

(Exception: For payments received in the office, Property Taxes creates a TXT file that Finance imports into the MCSJ financial system, so no cash receipt batch is needed and no cash receipt is printed. **However, on other printouts brought to Finance to support the monies being deposited, Property Taxes will mark the amount of cash being kept.**)

**If you have no monies for deposit (and, thus, no cash receipt printout), please report amount of cash being kept (even if the answer is $0) by email to Carrie W. (Banking Specialist) in Finance. Carrie W. will print a copy of your email for Belinda S. (Accountant) to retain in the cash receipt printout records and forward a copy of this email to C.D.C. (County Finance Director) for sharing with the auditors. Finance will also share copies of all cash receipts on this day with the auditors.**

3A. SUPERVISORY RE-COUNT
On this last business day of the fiscal year, there will need to be an extra step performed by a supervisor (or, a different supervisor if a supervisor performs steps above). A supervisor who does not normally handle the monies should count, as a double or triple-check, each of the amounts being counted. Then, the supervisor shall initial the cash receipt printout before the printouts are brought to Finance.


C. FOR JUNE 28

For those one or two departments that must, for internal purposes, create a deposit NOT based on monies collected until closing time, an extra deposit will need to be processed for all monies collected until closing time on June 28. And, for the Library or any other departments that collect monies after June 28, an extra deposit will need to be processed for all monies collected prior to July 1. These additional monies must also be brought to Finance by 1p on Monday, July 1.


D. ON JULY 1 -- BY 1P (FIRST BUSINESS DAY OF THE NEW FINANCIAL YEAR)

On the first business day of the new financial year, complete the normal daily process for preparing your portion of the County's bank deposit and cash receipt. Your process should be fairly identical to the processes described under item A above. Have all monies and paperwork to us by 1p. 1p is the daily deadline that all departments are asked to meet. And, Finance will continue to combine all collected monies and deposit these monies into the bank each business day.


E. OTHER RELATED MATTERS

1. SMALLER BILLS
Also, if you are daily or otherwise regularly seeking change for large bills, please speak with us to consider other options, including the option to request an increase in the amount of cash in your collections drawer. At the same time, Finance is committed to having a cash drawer with smaller bills available to provide change for larger bills. If you find that our cash drawer does not regularly meet your needs for smaller bills, please make a point to have that discussion with us.

2. MERCHANT CARD PAYMENTS
Likewise, for those departments that accept merchant card payments, a daily settlement report should be processed each day, at the end of the business day. This step can usually be automated to occur at a set time (e.g. 11:59p) each day. The daily settlement report, and the individual slips for each transaction, should be turned in with your cash receipt printout.

Also, remember to protect the County from possible fraud. To do so, remember that we cannot enter a customer’s merchant card number onto any devices other than the merchant card terminal/machine. And, the only reason we should handle a customer's merchant card is to help them use the merchant card terminal/machine. When the merchant card terminal machine malfunctions and the transaction is not completed, contact Belinda S. in Finance for other options.


F. INCOMING AND OUTGOING MAIL

When you bring your deposit, we ask that you take a moment to check for correspondence in your mailboxes on the 3rd floor. We encourage you to use these mailboxes to route mail and other printed materials to other departments, if you'd like. Each day, incoming mail to PO BOX 425 will be picked up from the post office and distributed via mailboxes in the 3rd floor mailroom. Near 4p, outgoing mail in the 3rd floor mailroom will be taken to the post office. Many thanks to very helpful folks in Social Services for providing this delivery service to the post office.


CONTACT ME
I am available for one on one discussion and will gladly assist you in any way necessary. We appreciate your time and cooperation with handling these special matters.

Best regards!
--CD, 910-576-4221, ext. 1303