HomeMy WebLinkAboutCORRESPONDENCE - GENERAL CORRESPONDENCE - REVENUE AND CASH HANDLING POLICIESCITY OF FORT COLLINS
GOLF DIVISION
REVENUE AND CASH,HANDLING POLICIES AND PROCEDURES
Introduction and PuEpose
The Golf Division has a commitment to honesty and integrity as stewards of the public's
money The purpose of these policies and procedures is to protect golf course employees
by providing useful processes to allow them to effectively perform their duties
Obiectives
The following are the principal objectives of the City's cash handling policies•
1. Access to Gash receipts and cash receipt records is suitably controlled to prevent or
detect within a timely period the theft of cash receipts
2 Revenue and related transactions are recorded at the correct amount, for the correct
day's transactions, and are properly classified in the accounting records
3. Cash receipts are accounted for properly on a timely basis and are properly deposited
in the City's bank account
4 Cashing of personal checks is done for valid business reasons and the amounts are
appropriate in the circumstances
5 Checks or credit card payments are accepted for valid business reasons and
appropriate procedures are in place to ensure their validity and ultimate collection
Procedures
In order to accomplish the objectives indicated above, the following procedures are hereby
adopted [Note- the related objective is indicated beside each procedure]
(3) 1. A record is made of cash sales at the time the transaction takes place
Where possible, this should be on cash register or computer. In
instances where these machines are not available, manual records shall
be kept.
(2)(3) 2 Cash is balanced to cash register tapes, "Z reports" or other source
documents on a daily basis Revenue recap sheets are completed to
accurately reflect each day's transactions
(1)(3) 3 All money collected (cash, checks, and charge slips) is deposited in
total no later than the next business day through the use of the City's
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REVENUE AND CASH HANDLING POLICIES AND PROCEDURES
PAGE TWO
armored car service, with the exception of days of inclement weather
During inclement weather deposit pickups by the City's armored car
service are to be done, at a minumum, on Monday and Friday and when
merged collections exceed $100 00.
(2) 4. Revenue recap sheets are completed and routed at the same time as
the deposit (See #3 above for deposit schedule)
(1) 5. Cash registers are "X-ed out' and receipts counted at the end of each
day
(1) 6 Significant amounts of cash over/short are reported to supervisory
personnel and investigated promptly
(1)(2) 7. Golf course employees will not process their own purchase of
merchandise, making of change, or payments for goods and services.
(1)(4)(5) 8 Golf course employee check cashing is prohibited with City funds It is
at the golf professionals discretion to cash checks for their employees
using their funds
(5) 9. A drivers license number shall be obtained when accepting all checks
as payment for goods and services
(4) 10. Customers may write checks for up to $20 00 over the amount of goods
or services otherwise purchased
(5) 11. VISA or MasterCard may be accepted from customers as payment for
goods or services No credit card payments will be accepted over the
telephone for goods and services other than for specified City services
IE. Golf punch cards and annual passes.
(5) 12. Cash advances for golf course employees or customers utilizing VISA
or MasterCard are prohibited with City funds
(1) 13 Cash and other receipts shall at no time be left alone (no staff member
in attendance) unless locked in a protective cash register, drawer, or
safe
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REVENUE AND CASH HANDLING POLICIES AND PROCEDURES
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(1) 14. Counting of cash and other receipts shall be performed in a secure
area away from viewing by the public
(1)(2)(3)(5) 15. Deposits, revenue recap forms, cash register tapes and other source
documents shall be regularly reviewed by appropriate supervisory
personnel for completeness and accuracy Discrepancies shall be
investigated promptly
(1-5) 16 The Accounting Division will regularly audit or otherwise monitor
revenue and cash handling policies and procedures. Cash policy and
procedure training will be provided for golf course employees on a
regular basis by the golf professional or assigned personnel
(5) 17 The collection of returned checks or delinquent accounts receivable
shall be assigned the Citys Manager of Golf who shall attempt to
collect these items promptly.
(5) 18. Returned checks or delinquent accounts receivable for which collection
attempts are unsuccessful for two weeks shall be referred to the City's
collection agency for collection If needed, the CIS Office may be
consulted in the referral process
(5) 19 Returned checks or delinquent accounts receivable activity shall be
reviewed by appropriate supervisory personnel on a monthly basis
20 Refunds for golf passes are at the discretion of the City's Manager of
Golf using a standardized formula for calculating the refund Ram
checks should be used instead of refunds for ail golf rounds In special
circumstances, it is at the discretion of the golf professional to allow
cash refunds of golf rounds for rounds played in the current day only
Rain checks should be used as much as possible (See Ram Check
Policy in the Golf Policies and Procedures Manual)
21. In instances where credit card collections using the City's credit card
system exceed the City's deposit for the day, a request for
reimbursement for the golf professionals share of the credit cards must
be made in writing using the proper form (See Attachment 1)
22 Violations of the Golf Division's revenue and cash handling policies and
procedures by golf professionals or their employees are considered a
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REVENUE AND CASH HANDLING POLICIES AND PROCEDURES
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performance concern As such, these violations will be promptly
brought to the attention of the individuals involved
23. The golf professionals and their employees should recognize their
stewardship responsibilities for the City of Fort Collins As such, they
hold themselves and each other accountable for their actions. Golf
course employees who note violations of City policy by other
employees should promptly report such activity to appropriate
supervisory or management personnel Alternatively, these matters
may be reported in confidence to City's Manager of Golf, the City
Finance Officer or the Director of Purchasing
Adopted this 1st day of May,,1998.
Je . Brown Alan Krcmarik
Manager of Golf Finance Director