1. PROCEDURES & SPECIFIC INFORMATION

 
 
  
POLICY No. BAA-A02
 
INTERNAL/ DEPARTMENTAL POLICY AND PROCEDURE
 
TITLE:
Controller’s Office: General Money Counting Procedures
 
EFFECTIVE DATE
:
 
April 16, 2008
 
CANCELLATION:
None
 
DIVISION:
BUSINESS AND ADMINISTRATIVE AFFAIRS (BAA)
  
 
CATEGORY:
General Business and Administrative Affairs (A)
 
RESPONSIBLE
DEPARTMENT:
Controller’s Office
 
 
 
PROCEDURES & SPECIFIC INFORMATION
 
1.
Purpose
 
To publish procedures for counting and depositing money by designated Delgado
Community College.
 
 
2.
Applicability
 
This policy and its procedures apply to Bursar’s Office staff and/or any other individual
designated by the Controller’s Office to count and deposit money for the College.
 
 
3.
Responsibility and Procedures
 
  
A. The responsibility of counting and depositing money resides with the Bursar staff
and/or any other individual designated by the Delgado Community College’s
Controller’s Office.
 
B. In accordance with Louisiana Community and Technical College System policy
on cash management, all employees handling cash or check receipts must be
bonded by the State of Louisiana through the Office of Risk Management.

C. The following procedures are to be followed to ensure both the protection of the
College and of those individuals involved in counting and depositing money for
the College:
1. Two employees designated by the Controller or his/her designee are to
carry the monetary contents to a room for counting that is considered to
be an adequate and safe room and/or area for counting. Bringing cash to
a private home for counting is prohibited. In the event of counting
contaminated funds such as in the situation that arose after Hurricane
Katrina, persons responsible for counting should ensure that the area is
also properly ventilated and that proper attire is worn in order to prevent
health risks.
 
 
2. A summary report outlining the various denominations that have been
counted must be prepared, signed and dated by the two employees
assigned to counting.
 
3. A deposit slip is to be prepared. The College’s contracted armored car
services are to bring the deposit directly to the appropriate bank. If
contracted armored car services are not available for the campus or site,
the Controller’s designated employee and a Campus Police Officer are to
bring the deposit directly to the bank. In the event of contaminated funds
(i.e., flood damage, etc.), the Controller or his/her designee is to contact
the local bank branch to determine the bank’s procedures for handling
such deposits.
 
4. A copy of the deposit slip and the summary report are given to the
Controller’s Office - General Accounting Department for entry into the
accounting system.
 
5. When possible, persons in the above steps should be rotated periodically.
 
 
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
 
 
Reference:
 
LCTCS Policy 5.013 “Cash Management and Investment”
 
Review Process:
Bursar’s Office 3/17/08
Assistant Vice Chancellor/Controller 3/18/08
Business and Administrative Affairs Council 4/16/08
 
Approved:
Signature 4/16/08
 
  
  
  
A.C. Eagan, III
Vice Chancellor for Business and Administrative Affairs
  
 
 

Back to top