Catalog of Sample Policies for Pennsylvania's Conservation Districts

Cash Receipts and Deposit Policy
(California Resource Conservation District Assistance Program)

Cash Receipts
The District receives cash and checks as a normal course of business. All Employees and Directors will adhere to the following policy and procedures when handling these receipts.

• Records of Accounts Receivables shall be maintained by the Fiscal Officer.
• The District prefers to receive payments through electronic transfer, or in the form of a check. All checks must be made payable to the Western Shasta Resource Conservation District.
• The District will use a standard numbered receipt cash form which will include all of the information necessary for a basic audit. All receipts will be in duplicate and include the Districts full name and address.
• When payments by check are received, the District Secretary will record the payment in the receipt book. If requested, the original copy will be sent to the payer. A copy of the receipt will be sent to the Fiscal Officer, and the second copy will remain in the book for audit purposes.
• If handling the transaction will completely fill out the receipt, and in a timely manner return the payment and the receipt book to the Secretary.
• The receipt shall always include the project and/or account number to which it is credited.
• The District Secretary will summarize the receipts, make photo copies of the checks and receipts, stamp the District's endorsement on the checks, fill out a bank deposit slip, and deposit the proceeds in the District's bank on the same day the money is received. A photo copy of the payment summary, bank receipt, and checks shall be forwarded to the Fiscal Officer.
• The Fiscal Officer will post all transactions in a Cash Receipts Journal by payee's name, date, amount received, and funding code or description.
• The receipt book shall be kept in the District Office and shall be available for audit at any time.
• The Directors are responsible for performing random audits to insure that the receipt process is being followed and that calculations are accurate.

The Fiscal Officer shall verify the Bank Reconciliation of Deposits.

Deposits

• Agency deposit slips will include: bank number and amount of each check. Cash will be listed separately. All deposit slips will be totaled, dated, and initialed by the preparer.
• Deposit slips will be checked by the secretary for completeness and accuracy before bank deposits are made. A copy of deposited checks and the deposit slip will be forwarded to the Fiscal Officer.