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TREASURER’S DEPOSITS

TREASURER’S DEPOSITS. SUMMARY AND INSTRUCTIONS FOR USE OF THE NEW DEPOSIT FORM AND OTHER DEPOSIT RELATED ISSUES EFFECTIVE 7/1/06. Why a new form?. The Treasurer will no longer be using the three part receipts books of the past.

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TREASURER’S DEPOSITS

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  1. TREASURER’S DEPOSITS SUMMARY AND INSTRUCTIONS FOR USE OF THE NEW DEPOSIT FORM AND OTHER DEPOSIT RELATED ISSUES EFFECTIVE 7/1/06

  2. Why a new form? • The Treasurer will no longer be using the three part receipts books of the past. • To assure uniformity of all deposit forms submitted to the Treasurer • To eliminate the old “cut and tape” process of the past • To automate posting deposit data to MUNIS

  3. Where can I find the new form? • The new form will be posted on the Intranet • Employees, Forms • Excel format (All County Departments will use Excel) • Adobe PDF format • To download the file to your working files • Left click on the link and save to the location of your choice • File needs to be downloaded so a copy can be emailed to Cathy Gates in Financial Services • Files can also be emailed to those who do not have access to the intranet – contact Randy Vanderplaats.

  4. Timely Deposits • Departments should deposit all cash and checks to the Treasurer within seven (7) business days of receipt. • This practice will reduce the likelihood of returned checks due to closed accounts etc

  5. What to look for when processing checks • Verify that the check is signed and that the signature matches the name on the check and drivers license • Unsigned checks should be returned to the issuer • Verify that the date on the check is a current date, DO NOT accept post dated checks • Credit card checks have expiration dates, verify that it is a valid date • Verify that the numeric amount and written amount are the same • If they are different, under the written amount line, in red ink write in the correct amount for this check. example: Finance used 15.00 and circle the correct amount.

  6. Before Arriving at the Treasurer’s window, be sure to… • Complete and print out the deposit receipt form • (all 5 parts) • Type the form using all capital letters • No handwritten deposits will be accepted • Endorse the back of the checks with the department stamp • Write the finance fund and object code on the face of each check

  7. Treasurer InformationTo be completed for ALL deposits • Fund # • Use the 7 digit account number assigned to the fund, without dashes or dots • Income code • Use the 6 digit treasurers code to post deposit • Description • For depositor’s record, describe the deposit • Amount • Total amount deposited to one account number • One fund and Income Code for one line, do not use two lines for the same fund and income code.

  8. Finance Informationfor County Departments & School District Offices • Org • 8 digit County fund number, no dashes. • Drop the zero in the middle sequence of the fund number. example 100-01-1400 = 10011400 • Object • 5 digit object code to post deposit, no dots. • 331.40 = 33140 • Allocation $ • Amount from one check that is allocated to more than one org or object code • Description • Check Number, Issuer of Check, • This field is limited to 24 characters (including spaces) as this is the amount of spaces that MUNIS allows in the description field

  9. Email the excel file to Cathy Gates when you make a deposit • This will be used to import the data from your deposit slip into MUNIS • Make a copy of Federal, State or other official checks to attach to the “finance” copy of the receipt • This is so copies are available in the event of an audit • Personal checks from the public do not need to be copied

  10. You have written the finance fund and object code on the face of each check You have written the finance fund and object code on the face of each check

  11. Printing the Receipt • Print the receipts only after confirming all of the totals balance from the treasurer’s side and the finance side • Always use the button near the top of the form to print the receipts • This button has a macro that places the proper routing verbiage on the bottom of each of the five copies that will automatically print out • The print macro will return an error box if the form is out of balance

  12. Making the Deposit Deposits will be accepted at the Treasurer’s office Monday through Friday Kingman: 8:00 am and 3:00 pm Lake Havasu: 8:00 am and 2:00 pm Bullhead City: 8:00 am and 2:00 pm NO DEPOSITS WILL BE ACCEPTED AFTER THE DEADLINES CASHIERS WILL NOT BE ABLE TO ACCEPT DEPOSITS AFTER THE CUTOFF TIMES TO BE HELD UNTIL THE NEXT DAY This cut off is necessary to allow staff time to close out their cash drawers by 5:00pm NO EXCEPTIONS

  13. Checks returned by the Bank • NSF (non-sufficient funds) checks will be debited back to the fund where it was originally posted • That is why the finance account numbers should be written on the face of the check • Departments should try to recoup payment from the issuer of the check • Replacement checks for NSF should deposited on a separate treasurer’s receipt • The County Attorney’s Office has a bad check program that can help

  14. Mohave County Bad Check Program (BCP) • Issuing a Bad check is a Class 1 misdemeanor • Punishable by six months jail and $2,500 fine • Repeated violations and high dollar amounts can result in felony prosecution • What should departments do with bad checks? • Reverse the payment from the issuers account or • Try to collect the funds from the issuer or • Prosecute using the Bad Check program

  15. How do you collect on bad checks? • Arizona State law requires that you send a certified letter to the check writer. • Form letter “Notice of dishonored check” • Departments can add a fee of up to $25.00 • Allow 12 days plus 5 days for mailing • If check remains unpaid, complete the submission form and forward it along with the original check to the BCP • Once this is done you cannot accept payment on the bad check, payment MUST go through the BCP

  16. What does the CAO do with the NSF Check? • Once check is presented to BCP for collection • An “official” notice is sent to the check writer • After 20 days a warning letter is sent to the check writer • If check writer never acknowledges or repays bad check, BCP files charges with the court • Justice Court summons the bad check writer to appear in court • If the bad check writer does not appear in court a warrant is issued

  17. If the check writer contacts the BCP • BCP will work them to pay the bad check • Payment in full via a money order, cashiers check or cash • Payment plans can be arranged • Failure to comply with payment plan arrangements will result in a summons to appear in court • All monies received by BCP are returned to the department on a weekly basis for deposit with the Treasurer • May be a partial payment

  18. Steps to minimize the number ofBad Checks accepted • Get a drivers license and date of birth when payments are made over the counter • Compare picture to the person standing in front of you • Be weary of low check numbers or no printed check number (ASK for ID) • Posted dated checks (DO NOT ACCEPT) • Do not accept out of State checks • Be weary of homemade computer generated checks

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