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

Video Transcription

Video Summary

The video introduces ASB Badge #4 on cash handling and internal controls for school ASB activities, including refunds and ticket sales. It emphasizes that strong cash-handling procedures reduce loss and protect both employees and the district, and that staff who handle money often lack sufficient training.<br /><br />Key legal requirements include depositing funds within 24 hours of receipt (unless a waiver exists), depositing money intact (cash stays cash; checks stay checks—no cashing checks or giving change from checks), and ensuring deposits go to a Washington State bank (important for third-party/online systems). Money should be receipted immediately at the time of sale, with checks endorsed “deposit only” as soon as they’re received. Receipt books must be pre-numbered and controlled, and receipts must include date, payer, payment type, and revenue code. Two people should count cash and reconcile receipts, and voided receipts must be marked, retained, and approved by an administrator.<br /><br />The session covers safe access controls, prohibiting storage of PTA/booster funds in school safes, separation of duties, monthly bank reconciliation by someone independent, and proper tracking of cash over/short and NSF checks. Refunds must never be made from the cash drawer and should be documented and approved. Ticket sales require secured, pre-numbered tickets, logs of beginning/ending numbers, reconciliation to cash collected, and a two-person admission process (money taker and ticket tearer); complimentary entry is generally prohibited to avoid gifting public funds.

Keywords

ASB cash handling

internal controls

24-hour deposit requirement

deposit money intact

pre-numbered receipt books

two-person cash count reconciliation

refund approval documentation

ticket sales controls pre-numbered tickets