Cashering - (High Schools Only)
Cashiering refers to the separation of duties between a bookkeeper and a cashier.
- The cashier counts and verifies cash and/or checks submitted by sponsors, teachers, or the public, then prepares bank deposit slips.
- The bookkeeper maintains books/records by preparing receipts, recording receipts, and preparing reports.
A model of cashiering procedures may be found below. It is intended to illustrate the necessary segregation of duties. Schools may assign or hire employees to perform the cashiering function as they deem proper.
- Collect funds (cash and checks) from students, parents, etc.
- Issue an Activity Three-Part Receipt or utilize the $25.00 and Under Form.
- Prepare office deposit/cash count form.
- Keep a copy to support own records.
- Submit funds and supporting documentation to cashier, or use the drop safe.
- Obtain sponsor’s items collected throughout the day (student receipts, office deposit form, funds).
- Verify that revenue agrees to the amount(s) of the supporting documentation (receipts and/or office deposit form).
- Initial and date the office deposit/cash count form.
- Prepare and secure bank deposit for armored car pickup.
- Submit all deposit documentation to the bookkeeper.
- Issue office receipts to sponsors.
- Match bank deposit to office receipts, Activity Three-Part Receipts, $25.00 and Under Forms and office deposit forms.
- Log sequence of sponsor issued receipts in the Receipt Tracking Log