Receipt of Cash and Cash Equivalents
Receipt of Cash and Cash Equivalents
Division of Administration Policy No. 26
EFFECTIVE DATE: July 1, 2013
SUBJECT: Receipt of Cash and Cash Equivalents
AUTHORIZATION: Monique Applewhite, Appointing Authority
Policy Sections
Policy Content
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.
NOTE: This policy text is provided online for your convenience. The signed original policy document remains on file in the Division of Administration Office of Human Resources.
Contact Us
225.342.6060
P.O. Box 94095
Baton Rouge, LA 70804
1201 N. Third St., Suite 3-130
Baton Rouge, LA 70802
