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
- Complete the Count Sheet
- 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.
- 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 slip
- Place funds and the deposit slip in a tamper proof bag and seal the bag
- Complete the deposit log
- Attach the tamper proof bag receipt to the corresponding monthly sheet (located in the front of the financial 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 Carmen’s desk
- Deposits must be taken to the bank or locked in a safe.