Counting Routine

COUNTING ROUTINE

• Collect money from:
  • Safe in the sound booth
  • Preschool wall drop safe
  • Vending Machine
  • Safe outside the administrative office on the 2nd floor
  • Purple box on top of the refrigerator in the admin wing

• Complete the Count Sheet (located in a folder hanging on the wall next to the white board)
  • Separate the loose plate cash from the checks and enveloped offering.
  • Open each envelope
    • Check the envelope to see if it has a name on it. If it does not, you can fill out the envelope if it contains a check. If it contains cash there is no way for you to know who the contributor is so put the cash in with the loose plate cash.  
    • Check the amount in the envelope against the amount written on the envelope. Make a correction on the envelope if necessary.  
    • As you empty the envelopes, separate the checks from the cash, and further separate the cash by denominations. Put each denomination in the proper denomination basket or pile and the checks in a pile.
      • All checks must be stamped with the “Pay to the order of” stamp.
    • Make sure that envelopes containing Preschool funds have the Sprouts Director’s signature on them.  If there is no signature, a picture of the funds with the envelope in which it was received must be taken and immediately sent to the Sprouts Director.
    • Verify that the sum of the income on the left-hand side of the counting sheet matches the total of the sum of the cash, coin & check on the right-hand side of the counting sheet
  • Big basket loose money goes to the General fund
  • Small basket loose money goes to the Benevolence fund
  • Be as detailed as possible to ensure donations can be properly accounted for in PCO Giving and Aplos

• Complete a deposit ticket (deposit tickets are in the top left hand drawer of the gray metal cabinet behind the desk)
• Place funds and the deposit ticket in a tamper proof bag and seal the bag (tamper proof bags are in the second down left hand drawer of the gray metal cabinet behind the desk)
• Complete the deposit log (deposit logs are in the large right hand door, top shelf, of the gray metal cabinet behind the desk in the in the 2024 folder)
• Attach the tamper proof bag receipt to the corresponding monthly sheet (in the 2024 folder in the cabinet next to Carmen’s desk)
• Retain all empty envelopes from counting.
  • Collect all empty envelopes from counting
  • Write the Sunday date for the deposit on a quarter sheet of paper
  • Fold the quarter sheet piece of paper over the envelopes and secure them with a rubber band or paperclip
  • File the dated envelopes in the accordion folder in the cabinet next to the desk
• Deposits must be taken to the bank or locked in a safe.