Cash Receipts
This policy is intended to provide basic guidelines regarding the proper handling of cash receipts
(cash/checks/credit card transactions). Elected Officials are encouraged to adopt additional policies and
procedures if necessary to meet the unique circumstances of the departments they administer.
The Auditor’s office will utilize the form below to conduct periodic, unannounced reviews of cash
handling procedures and/or petty cash funds. The results of such a review will be provided to the Elected
Official and/or Department Head. If recommendations are made, the Elected Official or Department Head
must provide a written response. The County’s independent auditor will be given a copy of all reviews,
recommendations and responses.
Receiving Money. Every time a payment is received, a receipt must be hand-written, or the amount must
be entered into the appropriate software or accounting system, in order to provide a receipt to the
customer and a record of the transaction. Checks must be immediately endorsed with a “Pay to the Order
of” stamp.
Security. All cash/checks retained over-night must be locked in a secure location.
Daily Balancing. A periodic balancing procedure must be established by the Elected Official or
Department Head and followed by staff in order to double check the work performed against the actual
amount of cash/checks/credit card transactions collected and on-hand.
Deposits. Cash receipts must be delivered to the Auditor’s office at least every other working day, or the
first day after an amount greater than $200 has been collected, unless previous arrangements have been
made with the Auditor’s office.
Use of Cash Receipts. All cash collected becomes public property and must be deposited into the
County’s account. Cash receipts must not be loaned or borrowed for any purpose, and cannot be treated as
a departmental Petty Cash Fund.
____________________________________________________________________________________
Unannounced Review of Cash Receipts and/or Petty Cash
Date of Review: ______________________ Time of Review: ______________________________
Office/Department: ____________________________________________________________________
Amount Verified: $___________________ Staff Member Witness: __________________________
Observations: _________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Recommendations (if any): ______________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Signature of Reviewing Auditor: __________________________________________________________
Recommendations were made and a response is required. Date response received: ________________
Revision: 0
Date: 7/23/12
Original Issue Date: 7/23/12
Number of Pages: 1
Approved: BOCC
TETON COUNTY ADMINISTRATIVE POLICIES
Cash Receipts