ASB Badge #04 - Cash Handling & Internal Controls-ASB Badge #4

ASB Badge #4 - PowerPoint

Pdf Summary

Badge #4 (WASBO) covers core standards for school cash handling, internal controls, refunds, and ticket sales to reduce loss and ensure consistent, lawful practices. Because many school staff receive limited training, all employees who handle money must be trained, with the ASB Bookkeeper typically responsible for receipting, deposits, and banking.<br /><br />Key cash-handling expectations include receipting all money at the time of sale/collection, endorsing checks immediately, and using approved tools (cash registers/POS systems, change funds, receipt books). Receipt books must be pre-numbered, pre-printed with the district/school name, and controlled via a log (best practice: ordered and issued by the district business office). Receipts must be complete (date, payer, receiver, cash vs. check, purpose/revenue code) and retained; voids must be marked “VOID,” saved, and administrator-approved.<br /><br />Washington requirements emphasized include depositing within 24 hours (RCW 43.09.240), depositing money intact (no substitutions between cash/checks) (WAC 392-138-115), and using a Washington State bank (WAC 392-138-205). Funds must never be left unsecured (classrooms, cars, homes). When receipt books are issued to coaches/advisors/volunteers, books and cash boxes must be logged out/in, money turned in immediately after events, and two people should count and reconcile receipts to collections.<br /><br />Internal controls are defined as processes that provide reasonable assurance of operational effectiveness, reliable reporting, and legal compliance. Principles include separation of duties (cash handling separate from recordkeeping), independent verification/monitoring, one user per POS password, written procedures, and maintaining receipting records for at least six years. Deposits use district deposit slips; revenue summaries are sent to the business office; district staff reconcile bank accounts monthly. Policies should address acceptable “over/short” amounts and NSF checks.<br /><br />POS systems networked to the district strengthen controls, improve reporting, support student/activity ledgers, and may enable online credit card payments per policy. Deposits should use tamper-proof bank bags with transfer logs and secondary review.<br /><br />Refunds must not come from the cash drawer, require administrative approval and documentation, should wait for check clearing (about 10 days), and must be recorded in the POS to reduce revenue.<br /><br />Ticket sales require strict controls: pre-numbered tickets secured like cash, no complimentary tickets (except working staff), ticket logs, reconciliation of beginning/ending numbers, and recommended two-person gate control (one takes money, one tears tickets).

Keywords

school cash handling

internal controls

ASB bookkeeper

receipting procedures

pre-numbered receipt books

Washington deposit within 24 hours (RCW 43.09.240)

deposit money intact (WAC 392-138-115)

POS systems and password controls

refund approval and documentation

ticket sales reconciliation and controls