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V. General Policies

A. Each department is required to maintain a listing of the locations and the employees
who perform revenue receipting activities. Each department shall provide this
listing to the Department of Financial Management Services (“FMS”) on an annual
basis. This list must include the name, employee ID, login ID, and department
number of all staff that handle payments at each location.

B. The number of employees with access to a change drawer shall be limited to
staff that are required to handle payments as part of their job function.
Separation of duties must exist between those employees receiving and receipting
payments and those individuals who will perform the accounting and recordkeeping
functions pertaining to revenue intakes.

C. Where adequate separation of duties is precluded due to limited available personnel
or other operational constraints, the Department Supervisor shall perform specific
verification functions to discourage misappropriation and/or theft. The Supervisor
shall not be involved in the original transaction steps subject to verification.
Departments should confer with FMS to establish other mitigating controls where
separation of responsibility is precluded.

D. Generally, revenue receipted by all departments shall be deposited at the City’s
banking institution within twenty-four ( 24) hours of receipt. Departments, in
conjunction with the CFO, shall assess the reasonableness, practicality, and
security in determining deposit timing into the City’s banking institution.
Departmental receipts shall not be used to create or replenish other funds.

E. All revenue receipted should be accurately recorded into the City’s software
systems real-time when such systems are available. Receipt of all payments should
be recorded within the general ledger within one business day. Management review
and approval of such recordings shall be completed within two business days of
deposit.

F. Employees performing payment receipting functions must use due diligence in
handling City assets to ensure that reasonable protection is provided to those assets
at all times. Employees must report to their department supervisor, who in turn
should submit the report to FMS and the Internal Audit Department, of any instance
where a City employee has knowledge or suspicion of a theft or dishonest act by
another City employee.

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