Document Custodian of the Drop Safe Log. Presented by Internal Accounts Support Staff Accounting Services

Transcription

1 Document Custodian of the Drop Safe Log Presented by Internal Accounts Support Staff Accounting Services

2 Document Custodian Summary At the beginning of each fiscal year, each school is required to complete a Document Custodian Assignment Register (PBSD 1663).

3 The Drop Safe Log

4 Responsibilities of the Drop Safe Log Custodian include: Securely store the used and unused inventory of the Drop Safe Logs at the school After a deposit, complete Section 3 of the Drop Safe Log(s) and put the receipts in the teachers mailboxes Complete, on a monthly basis, a Pre-Numbered Document Inventory Register (PBSD 0160) showing the forms used for the month and record the remaining inventory.

5 When the bookkeeper is going to prepare a deposit, she and another staff member open and remove the contents of the safe and verify the actual contents against the Drop Safe Log. The bookkeeper calls off each item removed from the safe, calling off the amount and the teacher/sponsor name from the monies collected form The other staff members finds each entry the bookkeeper calls off in Section 1 and dates and signs as the verifier in Section 2

6 After completing the deposit, the bookkeeper will forward the Drop Safe Log and the official receipts generated in Schoolcash to the Document Custodian for completion of Section 3.

7 The Document Custodian will complete Section 3 of the Drop Safe Log: record the receipt number from the official Schoolcash receipt initial Section 3 of the Drop Safe Log Record any discrepancy between the receipt and what the sponsor entered as the an amount

8 Any discrepancies between the amounts listed by the teacher/sponsor and the amounts receipted by the bookkeeper are noted on the log and on the teacher s receipt. If there is no receipt for an entry and a notation has not been made on the Drop Safe Log, follow up with the bookkeeper. If a receipt can tbeproduced,thedrop Safe Document Custodian should notify the Principal immediately.

9 The completed Drop Safe Logs from each deposit should be filed sequentially in a binder, ensuring no pages are missing. After completing Section 3 of the Drop Safe Log, the Document Custodian will place the official Schoolcash receipts in the teachers mailboxes.

10 At the end of each month, the Drop Safe Document Custodian will inspect both the used and unused Drop Safe Logs and confirm the accuracy of the numerical sequencing and enter this information on the Pre-Numbered Document Inventory Register (PBSD 0160).

11 At the beginning of each year the Drop Safe Document Custodian will complete the top area of PBSD 0160 with the necessary information. Both the Beginning Document # and the Ending Document # is recorded. Thefirstlineofthedocumentcanbecompletedatthistimetorecordthe beginning of the first month s activity. The entire unused inventory of the Drop Safe Logs can be transferred to the bookkeeper to be retained securely in their office.

12 At the end of the first month: 1. The number of the last Drop Safe Log used for the month is recorded in the Documents Used column 2. The number of the range of the unused Drop Safe Logs will be recorded in the Unused Documents column 3. Inventory will be Verified by the Custodian by signing and recording the Verification date 4. The first number of the unused Drop Safe Logs will be recorded in the Begin # column for the next month in the line below. The first business day of the month should be recorded in the date column. Continue this monthly process at the end of each month until the end of the year.

13 In rare situations, a Drop Safe Log could become damaged and not considered usable. If this happens: VOID should be written across the Drop Safe Log The Drop Safe Log Document number should be listed on the PBSD 0160 in the Voided Document Numbers section (see #1) The VOIDED Drop Safe Log should be retained in sequential order in the binder. It should not be discarded.

14 At some point during the year a school will typically deplete the current inventory. The Pre-numbered Document Inventory Register currently used will be completed and retired. A new Pre-numbered Document Inventory Register will be created with the new range of Drop Safe Logs listed as the current inventory. Steps to complete and retire a form: 1. The Documents Used area is completed as normal 2. The Unused Documents area is indicated with zeros 3. Optionally, the staff that was issued the Drop Safe Logs initials that all of the inventory has been depleted 4. The Drop Safe Log Custodian initials, and records the date 5. The Drop Safe Log Custodian signs and dates the Pre-numbered Document Inventory Register which will be retained in the Drop Safe Log Binder

15 A new Pre-numbered Document Inventory Register is created for the new inventory. This will be the form each month s inventory will be recorded on until either the end of the year or the stock is depleted.

16 At the completion of the school year the final inventory is done. Since the remaining stock is usable for the next school year, a Y is indicated in the Reusable for Next Year box. The Drop Safe Log Custodian signs PBSD Form All of the completed Pre-numbered Document Inventory Registers will be kept in the Drop Safe Log Binder.

17 Overview of the Duties of the Drop Safe Log Custodian: The Drop Safe Log Document Custodian will record Section 3 of the Drop Safe Log the official Schoolcash receipt numbers, initial and record any amount if different from the amount listed on the Monies Collected form. After completing Section 3 of the Drop Safe Log, the Document Custodian will place the official Schoolcash receipts in the teachers mailboxes. The completed Drop Safe Logs will be filed sequentially in a binder, including any voided Logs. This binder should be kept in a secure location at all times. At the end of each month, the Document Custodian will confirm the inventory of the Drop Safe Logs on the Pre-numbered Document Inventory Register. The complete Drop Safe Log Binder for each Fiscal Year must made be available for upcoming audits.