Document Custodian of the Drop Safe Log

Document Custodian of the Drop Safe Log Presented by Internal Accounts Support Staff Accounting Services Top-performing urban school district in Florida 1

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

The Drop Safe Log 3

Responsibilities of the Drop Safe Log Custodian include: Securely store the used and unused inventory of the Drop Safe Logs. After a deposit is completed by the bookkeeper the official School Cash Receipts and Drop Safe Logs will be given to the Drop Safe Log Document Custodian who will: o Record on the Drop Safe Log the official School Cash receipt numbers, initial and note if the amount on the receipt is different than the amount the Teacher/Sponsor had recorded the deposit. o The Principal should be notify of any discrepancies o The official School Cash Receipts will be put in the teachers mailboxes. At the end of each month, the Document Custodian will confirm the inventory of all of the Drop Safe Logs used and unused on the Prenumbered Document Inventory Register. 4

Responsibilities of the Drop Safe Log Custodian include (continued): Complete a Drop Safe Log End-of-Month Checklist and put it with the completed Prenumbered Document Inventory Register and the month s used and voided Drop Safe Logs. This Drop Safe Log Packet will be reviewed and signed by the Principal. The month s Drop Safe Log Packet will be scanned and uploaded through eforms using the Drop Safe Log Monthly Inventory Statement. Each month s complete Drop Safe Log Packet will be placed in a binder to be retained for audits. 5

Deposit Preparation When the bookkeeper is going to prepare a deposit, he/she and another staff member open and remove the contents of the safe and verify the contents f the safe against the Drop Safe Log. 1. Each teacher/sponsor has completely filled out Section 1 of the drop safe log with the deposit information Date of collection Date dropped in safe Name of teacher/sponsor The deposited amount as shown on the Monies Collected Report 2. The bookkeeper calls off each item removed from the safe, stating the amount and the teacher/sponsor name from the Monies Collected Report. The other staff member, the verifier, finds each the bookkeeper calls off in Section 1 and dates and initials as the verifier in Section 2. The bookkeeper will also initial in Section 2 indicating the item was in the safe. 6

Recording Official Receipts After completing the deposit, the bookkeeper will forward the Drop Safe Log(s) and the Official Receipts generated in School Cash to the Document Custodian for completion of Section 3. 7

Recording Official Receipts 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

Discrepancies in deposit Any discrepancies between the amount listed by the teacher/sponsor on the Drop Safe Log and the amount processed by the bookkeeper are noted on the Drop Safe Log and on the teacher s receipt. If in the event there is not a 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 t be produced and there s no documentation that it was returned to the teacher/sponsor, the Drop Safe Log Document Custodian should notify the Principal immediately. 9

Completion of Section 3 The completed Drop Safe Logs from each deposit should be filed sequentially in a binder, ensuring no pages are missing. The Document Custodian will place the official Schoolcash receipts in the teachers mailboxes. 10

Pre-numbered Document Inventory Register 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

Creating the Pre-numbered Document Inventory Register 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. The first line of the document is completed at this time to record the beginning of the first month s activity. The entire inventory of the Drop Safe Logs can be transferred to the bookkeeper to be retained securely in the Bookkeeper s office. 12

End of the Month Inventory 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 inventory process at the end of each month until the end of the year. 13

Complete Drop Safe Log End-of-Month Checklist After completing the Prenumbered Document Inventory Register the Document Custodian will prepare the month s Drop Safe Log Packet. The Drop Safe Log End-of-Month Checklist (PBSD 2587) from the Forms Directory must be completed. This form will be completed by the Drop Safe Log Custodian and must be signed by the Principal. This form, along with the completed monthly Prenumbered Document Inventory Register (PBSD 0160) and all Drop Safe Logs (PBSD 2407) used during the inventoried month will create the month s Drop Safe Log Packet. The Drop Safe Log Packet must be uploaded to Accounting Services by the 20 th of the month through eforms using the Drop Safe Log Monthly Inventory Statement (PBSD 2588). 14

How to Complete the Drop Safe Log End-of-Month Checklist (PBSD 2587) After the Demographic Section is completed on the top of the Form, the Middle Section must be completed: Verify that all Drop Safe Log pages used for the month are fully complete which includes Sections 1, 2, and 3. 1. The Teacher/Sponsor completed Section 1. 2. The Verifier AND Bookkeeper have initialed in the Verified By in Section 2 3. Section 3 is completed with the School Cash Receipt #, initials of the Drop Safe Log Custodian and any discrepancies are noted. Verify that all School Cash Receipts have been distributed to the Teacher/Sponsor 15

How to Complete the Drop Safe Log End-of-Month Checklist (PBSD 2587) Verify that the Pre-Numbered Document Inventory Register (PBSD 0160) has been completed for the month. All Drop Safe Logs are in sequential order, ready to be scanned and then put in the Drop Safe Log Binder. 16

How to Complete the Drop Safe Log End-of-Month Checklist (PBSD 2587) Hopefully all of the Drop Safe Log pages used for the month will be included in the Drop Safe Log Packet. If any Log Page(s) are missing the Sequence number must be indicated A reason must be given for any page(s) missing After the Drop Safe Log End-of-Month Checklist is completed the Packet will be given to the Principal for review 17

Prepare Drop Safe Log Packet to Scan for Upload 1. Completed Drop Safe Log End-of- Month Checklist (PBSD 2587), which must be signed by the Principal. 2. Completed Pre-Numbered Document Inventory Register (PBSD 0160) 3. Drop Safe Logs (PBSD 2407) used during the month in sequential order. Sections 1-3 must be completed. Top-performing urban school district in Florida 18

After the Drop Safe Log Packet has been scanned, the Drop Safe Log Monthly Inventory Statement (PBSD 2588) from the eforms Desktop Directory must be completed. After completing the necessary fields, attach the scanned PDF of the Drop Safe Log Packet to the Statement Electronically sign the Statement Submit the Packet Top-performing urban school district in Florida 19

Monthly Review in the Accounting Department Once the Drop Safe Log Packet is submitted it will go directly to Accounting Services for the Accounting Analyst Drop Safe Log for review. If any irregularities are found in the Packet the Drop Safe Log Custodian, and or the Principal, will be contacted to resolve the issue(s). 20

Voided Drop Safe Logs 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 number should be listed on the Pre-Numbered Document Inventory Register in the Voided Document Numbers section. 2. The VOIDED Drop Safe Log should be retained in sequential order in the binder. It should not be discarded. 21

Retiring a Pre-numbered Document Inventory Register At some point during the year, a school will typically deplete the current inventory. The Prenumbered 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 can initial 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 Prenumbered Document Inventory Register which will be retained in the Drop Safe Log Binder. 22

New Inventory of Drop Safe Logs A new Pre-numbered Document Inventory Register is created for the new inventory. The new inventory s Beginning and Ending Document numbers are recorded. The Bookkeeper can sign-out the entire new inventory at this time. This will now be the form each month s inventory will be recorded on until the end of the year or the stock is depleted. 23

End of the Year Final Inventory At the end of the school year, the final Drop Safe Log Document Inventory is completed. Since the remaining stock is usable for the next school year, a Y is indicated in the Reusable for Next Year box on the far right-hand side of the form. The Drop Safe Log Custodian signs and dates the inventory Register on the bottom of the form. All of the completed Pre-numbered Document Inventory Registers will be kept in the Drop Safe Log Binder. The binder must be retained for five fiscal years. 24

Overview of the Duties of the Drop Safe Log Document Custodian The Drop Safe Log Document Custodian will record in Section 3 of the Drop Safe Log: o The official School Cash receipt numbers. o Initial and record any amount if different from the amount listed on the Monies Collected Form. o The Principal should be notify of any discrepancies. After completing Section 3 of the Drop Safe Log, the Document Custodian will place the official School Cash 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. 25

Overview of the Duties of the Drop Safe Log Document Custodian (continued) At the end of each month, the Document Custodian will confirm the inventory of all of the Drop Safe Logs used and unused for the month of the inventory on the Document Inventory Register o A Drop Safe Log End-of-Month Checklist will be completed. The Drop Safe Log Packet will be reviewed and signed by the Principal. o The Drop Safe Log Packet, which includes the Drop Safe Log End-of-Month Checklist and the Drop Safe Logs used during the month is scanned and then uploaded through eforms using the Drop Safe Log Monthly Inventory Statement. The complete Drop Safe Log Binder for each Fiscal Year must be retained for five fiscal years. 26

If you have any questions or concerns, please contact the Accounting Analyst Drop Safe Log. Accounting Services Financial Applications Phone: (561) 963-3861, (PX) 43861 27