Page contents

• Purpose, Scope

• Roles and Responsibilities of staff

• Storage of cash

• Records and receipting

• Cheques

• Fundraising

• Reporting concerns

• Communication of this policy

• Further information and resources

Purpose

Templestowe College is committed to ensuring that cash handling practices are consistent and transparent across the school.

Templestowe College will implement the measures outlined below, in accordance with Department guidelines. This policy intends to safeguard and protect the staff involved in the receipting and collection of monies and minimise the risks associated with cash handling.

Scope

This policy applies to all school staff or volunteers involved in handling cash on behalf of Templestowe College.

Policy

At Templestowe College our Business Manager, Finance Manager and Office Support Staff are responsible for managing cash at our school.

Where possible, segregation of duties will be maintained so that no individual will be responsible for more than one of the following:

• receipting of cash and issuing receipts

• preparing the banking

• taking the monies to the bank

• completion of the bank reconciliation

If this is not possible due to lack of available staff, the Department’s “Segregation of Duties – Cash Checklist” will be implemented and signed off for audit purposes.

Monies are to be kept in either a controlled access safe or cash drawer during the day.  If funds are kept on the premises overnight, they must be locked in our school’s secured safe.

No monies are to be kept in classrooms or left at school during holiday periods.

Monies should not be collected in the classroom.

Money collected away from the classroom or General office, for example in the Canteen, is to be handed to the office on the day of receipt unless circumstances make this impracticable. Money received away from the office must be double counted at the point of collection and a control receipt issued before it is provided to the office for banking.

All receipts are to be processed in CASES21 as quickly as practicable upon receiving the funds.

Where monies are received over the counter at the office they will be entered into CASES21 and an official receipt issued immediately to the payer.

A CASES21 bank deposit slip will be printed and reconciled with total receipts for the day and with the total of cash/cheques to be banked.

Funds are to be banked as soon as practicable and at different times of the day.

No receipt is to be altered.  Where a mistake is made approval must be sought before reversing the incorrect receipt.  Copies of the incorrect receipt should be retained with details of why it was reversed.

Prior to a receipt batch being updated a receipt can be reprinted if necessary.  The word REPRINT appears on the receipt.  After the batch has been updated, if a copy of the receipt is requested the Family Statement, Family Matching Transactions Report or the Family Transaction History can be printed.

No personal cheques are to be cashed.

All cheques received by mail are to be entered in a remittance book, and all cheques, which have not already been crossed “not negotiable”, should be crossed as soon as they are received.

Two parents or staff members will be designated as ‘Responsible Persons’ for all school fundraising events or other approved events where monies may be collected. The forms which will be completed are the float collection authorisation form (if required) and the cash handling authorised form fundraising collection.

Discrepancies that cannot be accounted for must be reported to the Principal.

All cases of suspected or actual theft of money, fraud, misappropriation or corruption are to be reported to the Executive Director, Audit and Risk Division by email addressed to:  fraud.control@edumail.vic.gov.au

This policy will be communicated to our school community in the following ways:

• Provided to staff at induction

• Discussed at staff meetings/briefings as required

• Available publicly on the school website

• Hard copy available from school administration upon request

Finance Manual for Victoria Government Schools

• Section 3 Risk Management (DET)

• Section 4 Internal Controls (DET)

• Section 10 Receivables Management and Cash Handling (DET)

This policy will be reviewed annually by School Council to confirm/enhance internal control procedures.

Proposed amendments to this policy will be discussed with the School Principal, the Office Admin Team and College Council Finance Committee.