Current through Register Vol. XLI, No. 50, December 13, 2024
Section 63-4-8 - Receipts Processing8.1. All funds (cash, check, or money order) are to be treated as cash received.8.2. Each transaction shall be recorded in an official receipt book as it is received, on the day received.8.3. Each official receipt book shall have pre-numbered duplicate receipts. The conservation district shall retain an official receipt book for general funds, CDO funds, and special revenue funds and a receipt book for co-administered funds. Receipts written on scrap paper and inserted into the receipt book are not permitted as official receipts.8.4. The original (top) receipt shall be given to individuals paying in person. Other original receipts shall be left in the official receipt book or mailed to the payee. The second (duplicate) receipt shall remain in the official receipt book at all times whether void or authentic.8.5. Each transaction being recorded shall contain the date, the name of the individual or company paying funds to the district, and the total amount written out. A description line shall contain a short statement explaining the income being recorded. Each receipt shall be signed by the person receiving the funds.8.6. Direct deposits are to be recorded in the same manner to provide a receipt number for recording in the accounting software. If a check is issued to deposit the funds into another conservation district bank account, it shall be processed in this manner and included on the deposit ticket process.8.7. Receipt names should then be listed on the deposit ticket in the order received.8.8. Each day's deposit ticket(s) shall have the date entered at the top of each ticket. If more than one deposit ticket is used, the date should be entered on each ticket and the bottom total box should have a line drawn through the space of each ticket, with the exception of the last ticket. The total amount shall be entered on the last ticket used that day. Duplicate deposit tickets should be kept with the receipt book.8.9. Copies of completed deposit tickets for each day of the month shall be with the monthly bank reconciliation.8.10. All checks shall be immediately stamped with a restrictive endorsement that includes "For Deposit Only", the conservation district name, bank name, and account number.8.11. All funds received shall be totaled for each day. The total of all funds listed on the deposit ticket shall equal the total funds received for the day as listed in the official receipt books.8.12. Funds for all receipts written shall be deposited within 24 hours (excluding non-working days) of receipt.8.13. If the banking institution being used closes before 4:00 pm and a drive-in section is not available, arrangements should be made for a locked bag to be used to make a night deposit.8.14. WVCA employees shall not use petty cash funds or accept cash.8.15. Accounts receivable shall be reviewed monthly by conservation district supervisors to see aging accounts still outstanding.