CASH HANDLING MANUALFor The City of Sunnyvale

Revised: August 2005

Prepared by the Department of Finance,Treasury Division

City of Sunnyvale650 West Olive Avenue

Sunnyvale, California 94086(408) 730-7380

TABLE OF CONTENTS

Page

Table of Contents...................................................................................... 1

Introduction………………………………………………………………………. 2

Finance Responsibilities.......................................................................….. 3

Department Responsibilities........................................................................ 4

Daily Cashier Operations ......................................................................... 4

Opening Activity ......................................................................................... 5

Receiving City Funds ................................................................................. 5

Counting Currency ................................................................................... 7

Counting Coins ............................................................................................ 9

Making Change .......................................................................................... 10

Receipts for City Funds ............................................................................... 11

Refunds .................................................................................................... . 12

Safeguarding City Funds .......................................................................... 13

Closing Activity .......................................................................................... 13

Reporting Revenue to Finance ................................................................. 15

Preparing Bank Deposits ........................................................................... 17

Exhibits of Supplies for Bank Deposits ....................................................... 23

Appendix A Sample Forms and Illustrations

Appendix B Money Recognition (Cash and Checks)

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INTRODUCTION

The purpose of this Cash Handling Manual is to provide guidelines for standard City-wide cash handling practices for City of Sunnyvale employees. Many locations within the City of Sunnyvale have employees that are required to receive, deposit, account for and safeguard cash/checks, and account for credit card transactions and change funds in their possession.

The Finance Director is authorized to promulgate rules for establishing procedures for the receipt, handling, documenting, reporting, safeguarding and depositing of City Cash (Administrative Policy Chapter IV Article IV Section 1-2). The term "City Cash" applies to currency, coin, checks, credit card payments, other electronic payment media and other negotiable instruments payable to the City. The Finance Director may impose specific time frames for depositing revenues that may be stricter than those imposed by the administrative policy as deemed necessary for faster credit to City accounts, to safeguard revenues or for liability purposes.

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FINANCE DEPARTMENT RESPONSIBILITIES

It is the responsibility of the Department of Finance to track and ensure the timely deposit of City funds collected or generated at authorized locations and account for all funds through the proper Cash Receipt Voucher submitted by all revenue collection sites. The Department of Finance will assist and provide materials needed to departments and cashiers as follows:

■ The Treasury Division must authorize all forms used to account for revenues. These include but are not limited to: Cash Receipt Voucher (CRs) forms, transmittal forms, deposit slips, refund forms, register tapes, manual receipt books and any equipment needed.

■ The Accounting Division will perform cash deposit reconciliations between bank records and cash receipt vouchers that are input into theFinancial System. Any discrepancies resulting from errors by the bank or theCity will be resolved by the Treasury Accountant.

■ The Treasury Division will provide the necessary training to authorized cashiers to handle all cashier responsibilities.

■ Cashiers' training class will be held once a year or as needed by the Treasury Division to ensure continuing education and training for cashiers. Upon completion of the course, cashiers will be certified as cash handlers.

■ The Treasury Division will provide revenue locations with a change fund to allow cashiers to give change to customers. The amount of the change fund must be authorized and approved by the Treasury Division and can only be reduced or increased if authorized by Treasury. These change funds at City locations are subject to random audits with no advance notice by Finance staff.

■ The Treasury Division will provide management and cashiering assistance to resolve any cash handling issue at the various City locations. The assistance will include, but is not limited to, issues with reporting revenues, deposit or balancing issues, bank issues, bank supply orders, refunds or any other related issue.

■ Problems or inconsistencies will be reported to departments to be resolved.For instance, if a cashier or a revenue site is constantly reporting overages orshortages on the Cash Receipt Voucher, the Treasury Division will notify the program manager to correct the problem.

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DEPARTMENT RESPONSIBILITIES

The following responsibilities must be exercised by each department to ensure compliance with the City-wide cash handling practices:

■ It is the department's responsibility to ensure that staff follow and comply with the City-wide cash handling policies. Any deviation from the standard City-wide cash handling policies and procedures shall be approved by Finance and incorporated in the cashiers' training manual as an amendment or an exception for a specific department.

■ Each department is responsible for assigning duties to those cashiers and approving the individuals performing cashiering functions. The list of authorized cashiers should be sent to the Treasury Division to be kept on file for verification purposes.

■ The program manager must ensure that all new authorized cashiers attend the class offered by the Treasury Division before accepting any payments. Please contact the Treasury Division to arrange for training.

■ Any problems with missing money needs to be reported to the division manager and to the Treasury Division the same day.

■ The program manager is responsible for assigning keys to cash boxes and providing safe combinations to cashiers. When personnel changes occur, the program manager is responsible for collecting keys and changing safe combinations. Any time an employee with access to the safe is no longer required to have access to the safe, the combination must be changed.

DAILY CASHIER OPERATIONS

Each cashier at each City location will perform daily cashiering operations in a manner consistent with the City-wide cash handling policy. The cashiers' daily functions include:

Opening activity/cash drawer setup.

Receiving City funds.

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Preparing receipts for funds received.

Preparing refunds for customers.

Safeguarding City funds.

Closing out at the end of the day and balancing the cash drawer.

Preparing bank deposits.

Reporting revenues to Finance on the Cash Receipt Voucher form described below.

OPENING ACTIVITY/CASH DRAWER

Each revenue site will have a cash drawer. Upon setting up the cash drawer, these procedures must be followed:

1) Verify the dollar amount of the beginning cash before any transactions takeplace.

2) Arrange coin and currency in a consistent manner. The cash drawer isdivided into separate compartments for different currency denominations,checks, credit card receipts, etc. It is recommended that smallerdenominations be located to the far right, and the larger denominations belocated to the left. The standard bank practice is from left to right ($20s,$10s, $5s, $1s, etc.) This setup helps prevent the accidental distribution ofincorrect denominations.

3) If an alarm system exists at the site, the opening cashier must make sure thesystem is functional. Alarm systems are for use during a robbery. Make sureto test the system periodically at least (monthly) and report malfunctions orbreakdowns to a supervisor or appropriate personnel immediately.

RECEIVING CITY FUNDS

The City of Sunnyvale only accepts payments in U.S. dollars in the form of cash, traveler's checks, money orders, cashier's checks, credit cards and first party checks drawn on federal or state chartered banks, savings and loan associations or credit

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unions. The only exception to the payment method is the repayment of returned checks. All payments for returned checks must be in the form of cash or money order for the amount of the returned check plus the fee imposed for returned checks.

1) Checks must be made payable to the "City of Sunnyvale" in the exact amount of payment due. If a check is made out in excess of the amount due, see the section for refund procedures. No change may be given for any check transaction.

■ Checks may come in the form of Personal checks, Company checks, Cashier's checks, Personal money orders and Traveler's checks. For more information on different types of checks see (Appendix B) starting with section II.

■ No personal checks may be exchanged for cash.

■ No third party checks (checks made payable to another party) may beaccepted.

■ No checks drawn on foreign currency may be accepted.

■ Any individual making payments for checks that have been returned by thebank unpaid must be sent to Finance for processing. Payment for such itemsmust be in cash or money order in the amount of the check plus applicablefees for returned items unless an alternative payment method is approved byFinance.

2) Credit Card Transactions: these transactions are processed using an electronic Point of Sale (POS) system. Credit cards must be authorized on the credit card machine. Upon approval, the credit card machine will generate a sales slip for the customer's signature. The original sales slip is kept in the cash drawer; a copy is given to the customer. All credit card transactions must be recorded on the cash register the same day the transaction takes place. It is very important to obtain and input all required information into the credit card terminal and to electronically transmit the transactions to the bank daily in order to minimize the processing fees. For example, the POS terminal may ask you to enter the billing address, customer code, sales tax, etc. You must enter a response to every prompt in order to minimize the charge to us for processing the transaction. If sales tax is "0"(zero) then you must input a "0"(zero). Do not just skip the prompt.

■ Walk-in Payments: verify card has not been altered in any way, slide the card through the POS terminal to acquire authorization number and hold the

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card until the transaction is complete. If the machine is not able to read the information from the card's magnetic stripe, input the card number into the terminal manually, verify expiration date on card, have the customer sign the credit card receipt and compare the signature with the one on the card. If the signature looks different, request an official photo ID (Driver's License or State issued ID card) with a signature to compare. Write down the authorization number on the credit card sales slip if it is not automatically printed and hand the card back to the customer to complete the transaction. Do not write down any of the information from the picture ID . You must answer all prompts requested by the terminal by entering a response in order to minimize the charge to us for processing the transaction. If sales tax is "0" (zero) then you must input a "0" (zero). Do not just skip the prompt.

■ Telephone Payments: write down the card number and expiration date. Manually enter the information into the POS terminal to acquire the authorization number, write down the authorization number on the credit card sales slip if not printed automatically, and write "telephone order" on the credit card receipt signature line. You must answer all prompts requested by the terminal by entering a response in order to minimize the charge to us for processing the transaction. If sales tax is "0" (zero) then you must input a "0” (zero). Do not just skip the prompt.

■ Mail Payments: the customer returns a form with credit card number, expiration date, and signature authorizing the transaction. Manually enter the information into the POS terminal to acquire the authorization number, write down the authorization number if not printed automatically on the credit card receipt, and attach the signature form to the credit card receipt. You must answer all prompts requested by the terminal by entering a response in order to minimize the charge to us for processing the transaction. If sales tax is "0"(zero) then you must input a "0"(zero). Do not just skip the prompt.

If you are not set up as a Phone/Mail Order merchant, the bank will automatically "downgrade" the transaction if the card is not present or the magnetic stripe cannot be read by the terminal. A downgrade is a fee that is charged in addition to the discount fee. Therefore, if a walk-in customer has a credit card with a bad magnetic stripe, you may want to ask the customer for another card to minimize the cost to the City of accepting the credit card. You can contact Finance (Treasury Division) if you want to know the bank's current rates for processing credit cards at your location.

Counting Currency/Coins and Making Change

Counting Currency: to ensure accuracy, here are three common ways of counting currency. Each method, when properly followed, ensures that no bill is double counted. Whichever method you use, recount the money as many times as

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necessary to come up with the same total. This means you will always count a stack of currency at least two times. Cash handlers should establish a set routine for counting money.

1A) Hand-to-Hand Method When Receiving Monies: cash handlers should use the "hand-to-hand" method when receiving currency from customers. The following steps should be followed:

■ Separate bills into denominations with all the bills facing up.

■ If the pile contains more than one denomination, count the largestdenomination first.

■ Place the pile in one hand.

■ Transfer one bill at a time from one hand to your other hand as you count it.

■ Check each bill as you count to ensure correct denomination.

■ Count the money again.

■ If your totals do not agree, repeat the count until they do.

1B) Hand-to-Hand Method When Paying Out Monies: this method is the same as when receiving currency except that instead of currency being transferred to your other hand, you will place it in the customer's hand as you count.

2) Hand-to-Table Method: this method is the same as the hand-to-hand methodexcept that instead of placing the currency in the customer's hand you willplace it on the table as you count it.

3) Walk-Through Method: use the walk-through method to count new money,count pre-packaged money. This method involves the following steps:

■ Place the stack of bills on the table face up. For unbanded currency, all the bills should be face up and in the same direction. Each stack should contain only one denomination.

■ Use the thumb and forefinger of one hand to lift back the corner of each bill, then use the thumb and forefinger of your other hand to hold back the counted bill.

■ Check each bill as you count to ensure correct denomination.

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■ Remain vigilant to the possibility that the corner of a bill of a larger denomination may have been taped onto the corner of a bill of a smaller denomination "(raised notes)".

■ Count the pile twice.

■ If your totals do not agree, repeat the count until they do.

Counting Coins: As with counting currency, establishing a set routine for counting coins can ensure your accuracy as a cash handler. Some customers pay with coins stored in coin wrappers, or rolls. When you open a wrapper of coins, verify that the wrapper contains the proper amount and empty the whole package into the coin drawer. Have customers who pay with rolled coins put their name, address, and daytime telephone number on the outside.

Coin wrappers have established values printed on them, which correspond to the number of coins to be wrapped in each:

Coin Number of Coins Per Wrapper

Value of Wrapper

General Guidelines for Receiving Currency and Coins

The following steps must be taken for receiving currency and coins:

■ Always keep money received in view of the customer.

■ Never place money received in the cash drawer before the transaction is completed.

■ Separate the currency from the coins.

■ Count the currency before the coins.

■ Count each currency denomination separately.

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■ Separate coins into denominations.

■ Count each coin denomination separately.

■ Count all currency and coin in the presence of the customer.

■ Verify the grand total against the amount listed on the billing or invoice.

■ If any discrepancies exist between your total and the customer's total, count the money again. If a discrepancy still exists, ask a co-worker to count the money.

■ Put away currency and coins from the last transaction before starting a new transaction.

■ As currency is a major carrier of germs, it is recommended that you wash your hands frequently.

Making Change: to ensure the accuracy of all transactions, it is important that the cash handler follow a routine, acceptable practice in making change. Change should be counted at least two times; once when the cash handler counts it out of the cash drawer and a second time when the cash handler counts it back to the customer. Customers should also be encouraged to count the change on their own before they put it in their pocket for accuracy. There are two ways to give change back to a customer:

1) The cash register automatically calculates the dollar amount to be returned tothe customer. Count the amount of change displayed on the register. If youdo not have a cash register, calculate the amount using a calculator.

2) The cash handler counts from the amount of the sale to the amount tendered.

Below are two examples for giving out change to customers. You may use any of the methods previously discussed when counting the money back to the customer (hand-to-hand or hand-to-table, etc).

Example: If a customer pays a $10.63 item with a $20.00 bill:

■ Count the change back starting with the smallest coin denomination to the highest denomination of currency. Count 2 pennies ($.02) + 1 dime ($.10) + 1 quarter ($.25) + 4 one-dollar bills ($4) + 1 five-dollar bill ($5) = $9.37 change to customer ($.02+$.10+$.25+$4.00+$5=$9.37) and tell the customer: "37 cents and nine dollars is your change".

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■ Count $9.37 change back to the amount tendered from the register starting with the coins and count it to the customer as follows: (10.65, 10.75, 11.00, 12.00, 13.00, 14.00, 15.00 and 20.00)

Always give the customer a receipt and put the amount received in the cash drawer and close the drawer.

PREPARING RECEIPTS FOR CITY FUNDS

All customers must receive a receipt when paying for City goods or services. The operation in which you work must have a permanent collection record, such as a cash register tape, that records all transactions including voids, refunds or cancels. If a cash register is not available or fails, then a manual receipt needs to be generated using the pre-numbered triplicate Official City Receipt (Form 46808) available from Finance (see Exhibit A-4, Appendix A). These materials provide the Treasurer Division with a standardized audit trail should payments require research.

■ Manual Receipts: if a pre-numbered manual receipt book is used, thecustomer gets the white copy, the yellow copy is attached to CR documentsand the pink copy remains in the receipt book for the permanent record. Thisreceipt is necessary to acknowledge receipt of the funds and to provideaccountability of revenue received. The receipt should include date,department name, payor name, amount paid, method of payment (check,cash, etc), purpose of payment, and name of cashier receiving funds.

■ Cash Register Receipt: the receipt from the cash register should includename (City of Sunnyvale), department, phone number, date, time, clerknumber, transaction number, method of payment, purpose of payment, andtotal amount paid.

The cash register should have the capabilities to provide the necessary documentation to support revenue activities. Check your cash register for the following capabilities:

■ Ability to generate a cash register receipt to be provided to the customer.

■ Consecutive transaction ring number, proper date and time.

■ The necessary keys for ringing revenue transactions to identify revenue type or description.

■ Cash/Check/Credit card payment keys with totals for each type.

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Void and error correction keys

Control lock, printer door lock and cash drawer lock

Subtotal “X” and total “Z” functions

REFUNDS

If original payment was made by cash or check, the refund must be in the form of a check through a check requisition. If the original payment was made using a credit card, a credit card refund must be generated. The refund must be authorized and approved by authorized department personnel. Cash refunds are not allowed at any location.

1) Check Refunds: all check refunds must be done through a Check Requisition. Each check requisition needs department approval and must be sent to Finance (Accounting Division) for final review and approval. The check requisition for refunds must include proof of payment (receipt), the date paid, amount paid, purpose of payment, and the financial system account that was credited when payment was originally received and the CR date.

■ Note (Community Center & Senior Center only) use a subsystem that captures all refunds separately allowing refunds to be booked on the Refund Payable account listed on the CR. In this case, revenue is decreased and refunds payable is increased. The check requisition will then show the refund payable account and a check to the customer will be issued from the refundpayable account.

■ Recreation Credit (Community Center & Senior Center only) is sometimes issued in lieu of refunds. Recreation Credit is a credit for classes in the form of a redeemable certificate that can be applied to any other class and is optional to the customer.

2) Credit Card Refund: all refunds must be made to the same credit card number used to make the initial payment. Credit card refunds are only for refunding payments received via credit card. Credit card refunds need to come out of the same account that was credited when the payment was received. The same documentation and department approvals as indicated under "check refunds" apply.

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SAFEGUARDING CITY FUNDS

Revenue must be safeguarded to prevent loss. As part of the custodial responsibilities of cash handlers, City funds must be secured at all times. The cash handler is responsible for monies received. Safeguarding includes maintaining control of funds from receipt to deposit, access to safe combinations and keys, cash register controls, and overall security measures. The following security measures are important for all operations.

■ If a safe is used, lock all funds in the safe. The combination to the safe must be restricted to authorized personnel only. When personnel changes occur, the combination must be changed. If a cash box is used, the box and its contents must be under the direct control of assigned personnel. At night, the cash box must be locked in a secure place (if no safe is available) to protect any cash that has not been deposited.

■ If a cash register is used, the register must be totaled at the end of the day, and all monies removed. Access to the internal tape of the register should be restricted to supervisory personnel. The cash register keys must be removed from the register at night to prevent unauthorized access to the internal tape.

■ All departments should have in their SOP a limit on the dollar amounts of cash in the cash register during operating hours. For example, if a cash handler has excess cash in the register, it should be removed and placed in the safe to prevent a loss. This measure will reduce the potential loss from a robbery or negligence.

■ Deposits to the bank must be made timely as mandated by City policy, as stipulated in Chapter IV Article IV Section 1-2 of the Administrative Policy.

CLOSING ACTIVITY

At the end of the shift, the closing activities include: balancing of the cash drawer, depositing City funds, securing cash on hand, and reporting to Finance all monies received. Balancing means accounting for and documenting all City funds received by the cash handler that day. Balancing involves: adding up currency, coins, checks and credit card drafts; determining the dollar total received from the permanent record (register tape), subtracting the beginning cash; and comparing the total money collected with the totals on the transaction tape or report. The total money

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collected should match with the totals on the X-tape or report. Cash handlers should include the following steps in the balancing process:

■ To begin the closing activity, the cash drawer and supporting documents need to be removed from use for close-out.

■ Balancing should occur out of public view in a location away from the collection area to protect the safety of the cash handler and prevent interruptions.

■ Run the X-tape on cash register or sales report.

■ Run the summary report on the credit card machine to make sure it balances to the cash register. The summary report should list all credit card transactions for the day. If it does not agree with the cash register, research and correct the discrepancy.

■ Compare your total money received with the total on the X-tape from the register tape or sales report. These two amounts should match. If any discrepancies exist, cash handler should research them and make the necessary corrections. Re-run your X-tape. Document all your corrections by explaining the transaction number you are correcting and the reason for the correction. Once all corrections have been made and the amount of the money received equals the new X-tape, you can "Z" out. This function resets all of your transactions to zero to start a new day. If you notice an error after you "Z" out, you will need to document the ring # and document the error on your "Z" tape.

■ Count currency, coins, checks and credit card transactions separately and list them on the daily transmittal sheet. This is your total money collected for the day.

■ Prepare a new beginning cash drawer.

■ Replenish the change fund by (exchanging) big denominations from cash collections with smaller denominations to bring the change fund to the preferred mix of currency denominations as determined by your department. The purpose of the change fund is to have small denomination bills to give as change.

■ Make sure all checks are endorsed with the City of Sunnyvale endorsement stamp and prepare a bank deposit (see preparing bank deposits section).

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REPORTING REVENUE TO FINANCE (Preparing CR)

All revenue collected for City goods and services needs to be reported to Finance for input into the City's financial system. Each location must report revenue to Finance by preparing a Cash Receipt Voucher form (CR). The CR is prepared and sent to Finance the next day along with backup documentation supporting the revenue transactions. The back up documentation supporting the receipts includes tapes and reports generated from subsystems, cash register tapes, copy of deposit slips, and the deposit transmittal form. Each site uses a standard CR form specific to their department, which is provided by Finance. It can be completed using a computer. All CRs have account numbers and descriptions that correspond to the type of revenue collected by that department. Modifications or changes to these accounts and descriptions can only be done by Finance. Content on the CR form is protected to prevent changes or alterations by the department. When changes occur, a revised copy of the CR form is sent by Finance to the department. If you need to make any corrections on your CR, you must contact Finance. The individual preparing the CR must input the required information: See Exhibit A-5 on Appendix A for a sample of the forms.

Important fields on Cash Receipt Form and other information

■ Name and signature of person preparing the CR form.

■ Signature of department supervisor or designee.

■ Date of sale, which means the day revenue was received.

■ Phone extension of person preparing CR in case he/she needs to becontacted.

■ Bag No. for cash and check deposits.

■ Breakdown of revenue by type and total revenue reported.

■ Breakdown of deposits with subtotal for credit cards, checks and cash (alsoindicate the date deposited at bank).

■ The total amount deposited must be equal to the total revenue reported.

■ If the total amount deposited is not equal to the total revenue, then thedifference needs to be reported on the CR as an overage/shortage to balancethe CR.

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Reporting Overages/Shortages or Losses: the City Treasurer makes a clear distinction between a "Loss" and "Shortage" of City money. This is determined by the cash handler's ability to obtain physical custody of the money and how that person safeguards the money. A Shortage is an unintentional collection error such as an error in making change. An Overage occurs when a cash handler has collected too much money and cannot immediately return the excess to a specific customer. On the other hand, a Loss of City money is when a cash handler has obtained physical custody of money and then due to reasons like negligence, natural disasters, or an unlawful action, cannot deposit that money into the bank. All losses need to be reported to the cash handler's immediate supervisor and to Finance (Treasury Accountant) immediately. Send a detailed statement as to the circumstances of the loss, along with a copy of the police report, if any, with the CR backup.

In case of an overage/shortage, every reasonable effort should be made to locate amounts causing an out of balance condition regardless of the amount of the overage/shortage. If an out of balance can not be identified and corrected, prepare the bank deposit and report it on the CR as an overage/shortage. A loss may also be reported as an overage/shortage on the CR with an explanation and Finance will determine how it needs to be recorded. Please contact the Finance Department for further direction. Please consider the following steps in resolving an out of balance situation:

■ Identify where your overage/shortage is (cash, checks or credit card). Youcan do this by comparing each sub-total for cash, check or credit card on theregister tape or sales report to your totals for cash, checks or credit card.

■ Review documents for any item not recorded, or incorrectly recorded on thecash register.

■ Re-add all cash or checks again. If credit card totals are out of balance, check sales slips to make sure all transactions were recorded on the cash register for the right amount.

■ Review the voids and miss-ring documentation and verify that the correctamount was adjusted on the register tape.

■ Review any credit card refunds and verify amounts.

■ Review beginning cash and change fund and look around the cash drawer forloose money.

In general, all discrepancies in check and credit card amounts should be able to be resolved the same day since all the documentation is on hand (the checks and credit

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card receipts). You can compare the amount of the payments against the amounts on the register tape.

DEPOSITING CITY FUNDS

Rules on how to prepare bank deposits may vary from bank to bank. The City of Sunnyvale currently makes all its deposits and uses the services of Union Bank of California as the authorized bank. Chapter IV of the Administrative Policy, Article IV, Section 2.9 specifies time frames for deposit of monies. Certain City Departments have adopted stricter measures for depositing because of the amount of revenue received. The City Treasurer must approve any deviation from this policy.

■ All credit card transactions must be transmitted electronically to the bank thesame day.

■ Bank deposits for transactions involving currency, checks and coins must bedeposited the next business day. Do not hold checks or cash more than onebusiness day. See the section on preparing bank deposits.

PREPARING BANK DEPOSITS

All bank deposits for currency, checks and coins are done via Armored Carrier pickup and Courier pickup. Some departments currently bring their deposits to a central location for pick up by Armored Carrier.

A. Preparing Deposits for Armored Carrier Pickup: to ensure same day deposit credit and prompt processing, cash and checks should be separated into unique bags with separate deposit tickets.

Currency Deposits must be packaged separately from all other bank deposits. You may include more than one currency deposit in a single bag and only armored carriers are authorized to transport cash. Follow the instructions for single bag cash deposit.

1) Sort bills by denomination.

■ Separate 5s, 10s, 20s, 50s, etc.

■ Stack all bills face up, lying in the same direction.

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2) Strap bill.

■ Use FRB standard currency straps.

■ No more than 100 bills of same denomination per strap.

■ If less than 100 bills in a strap, reverse strap and write actual value on strap.

■ Initial, date, stamp (City stamp) strap and write mix if different denominations.

3) If you have less than 30 coins, include loose (not rolled) coins with bills. Over30 coins (see Coin-Only Deposits below).

4) Complete a four-part deposit ticket (see Exhibit 1, page 23 and Exhibit A-1on Appendix A) and include:

■ Date, denomination totals, and total deposit amount.

■ The unique identification number from the self-seal bag (see Exhibit 5, page24).

■ For multiple deposits, complete a deposit slip for each one and isolate eachdeposit. Rubberband cash and duplicate deposit slip together.

5) Prepare a two-pocket self-seal bag (see Exhibit 5 on page 24) and fill in therequested information.

■ From (write “City of Sunnyvale”)

■ Bag Value (total dollar amount enclosed)

■ Examples 1 - of -1 - Indicate Bag # Of "X" total bags.

6) Place original deposit ticket only in the small pocket of the self-seal bag.

7) Assemble deposits.

■ Place bills, any loose coins (less than 30) and duplicate deposit ticket insidethe large pocket of the self-seal bag.

■ If including more than one deposit in bag, rubberband each duplicate depositticket with the appropriate cash bundle.

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■ Remove the self-seal bag's tear off receipt and retain it with the third copy ofthe deposit ticket with our records.

■ Seal the bag.

■ Write the self-seal bag's unique identification number on the carrier receipt.

8) Prepare Armored Transport's Customer Receipt (see Exhibit A-3, Appendix A).

■ Write "City of Sunnyvale" and your department name.

■ Write your department address.

■ Sign the receipt.

■ Describe the content of the bag, checks or cash.

■ Write the bag number (Serial No.).

■ Write the amount of money in the bag.

■ Write "Union Bank, Central Vault" and the bank's Oakland central vaultaddress (see Exhibit A-3, Appendix A sample form for address.

■ Write the date Armored Car Services is scheduled to pickup.

■ Make sure the Armored Car driver signs the receipt and keep it with yourrecords.

Preparing Coins (if more than 30) for Deposit: if you have less than 30 coins to deposit, include them loose with your currency deposit. If you have more than 30 coins to deposit, they must be packaged in separate sealed cotton bags.

1) Assemble coins.

■ Remove all coin wrappers - coin is submitted loose in bags.

■ Count all coin.

2) Prepare Non-standard bags.

■ Include any coin.

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■ You do not need to separate coins by denomination.

3) Prepare an Envelope-Cash Deposit Ticket (see Exhibit 6 on page 24) and fillin the requested information.

4) Complete a four-part deposit ticket (same form used for currency deposits).

5) Assemble deposits.

■ Place original deposit ticket in the Envelop-Cash Deposit Ticket and seal.

■ Place one copy of the deposit ticket in the bag.

■ Seal the bag with Bank-supplied plastic security seal.

■ Tie Envelope-Cash Deposit Ticket to the bag using excess string.

■ Retain other copies of deposit ticket for our records.

6) Prepare Armored Transport's Customer Receipt (see Exhibit A-3, Appendix

A).

■ Write "City of Sunnyvale" and your Department name.

■ Write your Department address.

■ Sign the receipt.

■ Describe the content of the bag, checks or cash.

■ Write the bag number (Serial No.).

■ Write the amount of money in the bag.

■ Write "Union Bank, Central Vault" and the bank's Oakland central vaultaddress (see Exhibit A-3 on Appendix A).

■ Write the date Armored Transport is scheduled to pickup.

■ Make sure the Armored Transport driver signs the receipt and keep it with your records.

B. Check Deposits for Courier Pickup: to ensure prompt processing and credit, check deposits must be:

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■ Packaged separately from all other bank deposits. Never include cash in a check deposit bag or permit a check courier to transport a cash deposit.

■ Identified with a special self-adhesive Courier shipping label on each check deposit bag.

■ Affixed only with a paper clip or rubber band inside bank deposit bags. Do not staple checks or deposit tickets or place in paper envelopes.

Unencoded Check Deposit: an unencoded check does not have the check's dollar amount MICR-encoded on its face. The bank will encode this amount.

■ Endorse each check with your Department endorsement stamp provided bythe bank via the Finance Department.

■ Bundle checks if deposit is more than 200 items. Do not include more than200 checks in one bundle and do not create more than one partial bundle ofless than 200 items.

■ Create a listing (adding machine tape) for each bundle detailing the amount ofeach check in the order found in the bundle, the total amount of the bundle,the City account number, and account name (see Exhibit A-2 on AppendixA).

■ Assemble bundles by securing each bundle with a rubber band and affixingthe adding machine tape to the front of each bundle with bundle total visible.

■ Prepare a four-part deposit ticket (see Exhibit 1 on page 23 and Exhibit A-2on Appendix A). Enter all required information such as date, total depositamount and list the bundles. If submitting multiple bundles, list each bundleamount and item count on the deposit ticket and include an adding machinetape of all bundles with the grand total.

■ Fill in a Courier shipping label (see Exhibit 2 on page 23). For "Value",indicate the total of all deposits submitted in bag (for example, if bag containstwo $1,000 deposits, "Value" is $2,000).

■ Assemble deposit in a self-seal check-only bag (see Exhibit 3 on page 23).Place check bundle in bag, put both the original and a duplicate deposit ticketin bag, affix the self-adhesive courier shipping label where indicated and sealthe bag.

Pre-Encoded Check Deposits: a "Pre-Encoded Check" has the dollar amount MICR-encoded on its face prior to delivery to the bank and conforms to all MICR

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specifications. This is done using an encoder machine (currently used by Finance Department only).

■ Endorse each check with your department endorsement stamp provided bythe bank via the Finance Department. Some encoders also endorse checks.

■ Bundle checks if deposit is more than 250 items. Do not include more than250 checks in one bundle and do not create more than one partial bundle ofless than 250 items.

■ Create a listing (adding machine tape) for each bundle detailing the amount ofeach check listed in the order found in the bundle, the total amount of bundle,the City account number, and account name (see Exhibit A-2 on AppendixA).

■ Prepare a Pre-Encoded Batch Control Ticket (see Exhibit 4 on page 23).Encode the bundle's total in the dollar amount field of the Batch ControlTicket.

■ Assemble bundles by securing each bundle with a rubberband and affixingthe adding machine tape and the Pre-Encoded Batch Control Ticket to thefront of each bundle with bundle total visible.

■ Prepare a four-part deposit ticket (see Exhibit 1 on page 23 and Exhibit A-2on Appendix A). Enter all required information such as date, total depositamount and list the bundles. If submitting multiple bundles, list each bundleamount and item count on the deposit ticket, include an adding machine tape,and encode the deposit ticket with the total deposit amount of all bundles withthe grand total.

■ Fill in a Courier shipping label (see Exhibit 2 on page 23). For "Value"indicate the total of all deposits submitted in bag (for example, if bag containstwo $1,000 deposits, "Value" is $2,000). If you do not have a Couriershipping label, write your address and bag's total on the self-seal Check-OnlyBag.

■ Assemble deposit in a self-seal Check-Only Bag (see Exhibit 3 on page 23). Place check bundle in bag, put both the original and a duplicate deposit ticket in bag, affix the self-adhesive courier shipping label where indicated and seal the bag.

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