Receipt of Cash and Cash Equivalents

I. POLICY:

Each Division of Administration (DOA) section/agency is responsible for establishing written policies and procedures to ensure the proper handling of checks, money orders and/or cash hand delivered or received by mail.

II. PURPOSE:

The purpose of this policy is to set forth guidelines for handling checks, money orders and/or cash hand delivered or received by mail in accordance with the DOA policy.

III. APPLICABILITY:

This policy is applicable to all sections/agencies within the DOA, both general and ancillary appropriations.

IV. PROCEDURES:

Each section/agency within the DOA, that receives checks, money orders and/or cash, is responsible for logging and recording receipts on the Office of Finance and Support Services (OFSS) Funds Transmittal Form. The transmittal form is located on the OFSS's website at http://www.doa.louisiana.gov/OFSS/ofss_forms.htm.

The following information on the transmittal is required as follows:

• Check Number/Money Order Number/Cash
• Check Date
• Check Sender/Payer
• Amount
• Comments (for any special deposit instructions)
• Number of items submitted
• Total Amount submitted
• Submitted by
• Date submitted
• Contact name of person logging the checks and/or money orders certifying and submitting the transmittal

The checks, money orders and/or cash including the original transmittal, are to be hand delivered or mailed to the OFSS to be deposited. The OFSS staff receiving the checks, money orders and/or cash will sign and date the receipt of the transmittal and verify the supporting documentation.

V. RESPONSIBILITY:

The OFSS will deposit and classify receipts in accordance with Article VII, Section 9 (A) of the Louisiana Constitution located at http://legis.la.gov/lss/lss.asp?doc=206564 and Chapter 4, Section 2.1 of the Office of Statewide Accounting Policy procedures manual located at http://www.doa.louisiana.gov/OSRAP/library/Publications/revisedandrereleasedppm/CHAP04.pdf

Each DOA section/agency is responsible for assigning a transmittal number for all funds submitted to the OFSS (i.e., OFSS-FY14-01 – Agency/Section-Fiscal Year-Fiscal Month). Each DOA section/agency needs to reconcile all deposit activity to the state's financial accounting system by reviewing, at a minimum, the monthly ISIS reports provided by OFSS.

VI. EXCEPTIONS:

Due to the special reporting modules used by some sections/agencies within the DOA, another type of transmittal will be accepted upon advanced approval from the OFSS.

VII. QUESTIONS:

Questions regarding this policy should be directed to the OFSS at 225-342-0700.