BANKING PROCEDURES Star3ng SY 2013-14 August 9, 2013
Financial Policies q Armored car service for bank deposits Armored car messengers will get deposit bags directly from the cafeteria, OR directly from Financial Manager for sites sharing service with student body No more trips to the bank to deposit collec?ons; no need for deposit waivers q All cafeterias should have safes To secure daily deposit bags, change funds,?ll bags, locked cloth bags q Every site with dis3nct CMS ID (not applicable to CSPP, SFSP and EEC sites) Must have own deposit slip with 10- digit unique code Offsites with its own CMS ID must have separate deposit slips different from the parent site q Deposits must be prepared daily Each site should prepare deposit slip on a daily basis Do not combine several days collec?ons on one deposit slip q Checks accepted only if they are District student body or school s imprest fund account check Corporate checks for catered events
Prepare the Day s Deposit 1. Take one plas3c Deposit Bag out of the package Try to keep them in sequen?al order 2. Prepare the Bank Deposit Slip(s) properly Complete: Date; Currency, coins and check; Total amount Place Armored Car on the Deposited By line Write- in the number of the plas?c deposit bag on the Bag# line
Prepare the Day s Deposit (con t) 3. Work on a flat surface 4. Complete all informa3on in ball point pen 5. Place the top two copies of the deposit slip (white and yellow) in sleeve inside the bag 6. Ensure that front of deposit slip can be read through back (unprinted) side of bag 7. Place deposit contents in bag; remove trapped air Note: Coin amounts greater than $25.00 require a separate deposit bag and deposit slip 8. Peel off numbered release liner over sealing strip from top of the bag 9. Press down firmly from center to edges to seal deposit bag Note: Make sure that all contents are in the bag before it is sealed as the bag cannot be reopened without destroying it 10. Staple the numbered release liner to the copy of the deposit slips remaining in deposit 3cket book
Numbered release liner Bank deposit bag number Choose one deposit type School name Loca?on number (SAP fund center) Date Contents of bag Total (must match deposit slip)
Banking Through Financial Manager Food Service Manager delivers to the Financial Manager: 1. Sealed plas?c bank deposit bag(s) 2. Banking Transfer Log Financial Manager Must: Upon receipt of deposit bag 1. Verify that the bank deposit bag is completely sealed 2. Sign the Bank Transfer Log verifying receipt of the deposit(s) 3. Write- in serial number of the bag in the armored car logbook When armored car messenger comes 4. Hand off bank deposit bag When bank advice is received through the mail 5. Give copy of Cash Services Deposit Receipt to Food Service Manager - confirms that Bank of America received the deposit
Banking Transfer Log Form available from website
Banking by Armored Car Pick Up Before armored car arrives, Food Service Manager must: 1. Make sure plas?c bank deposit bag(s) are sealed 2. Fill out Sectran s receipt book 3. Fill out the Deposit Record Log When armored car arrives, Food Service Manager must: 1. Check that messenger is on Sectran s authorized Los Angeles List. 2. Retrieve bank deposit bags from safe and hand off to messenger 3. Ask messenger to sign on Sectran s receipt book Armored car messenger must: 1. Receive the bank deposit bags from Food Service Manager 2. Sign Sectran receipt 3. Leave a file copy of Sectran receipt for the site
Food Service Manager must fill in the form before armored car arrives: 1. 2. 3. 4. 5. 6. Date of pick up School name SAP Fund Center, input in store no. box (use the loca?on code- for example 1147501) Address Details of each bag as shown above Signature of Food Services Manager
Sectran Security Inc. Telephone number: (562) 948-1446 Ext.1 for the dispatcher Authorized personnel lists are posted on a website. hdp://67.103.244.84/signature/ hdp://67.103.244.84/signature/los%20angeles%20signature%20list.pdf Sample list
Armored Car Service q Schools are scheduled for pick up based on average weekly collec3ons as follows: Between $50 to $100-1 pick up per week Between $100 to $500-2 pick ups per week Between $500 to $1,000-3 pick ups per week Over $1,000-5 pick ups per week q Sites with average weekly collec3ons under $50 are classified for Will Call service Food Service Manager must call for pick up at least once a month Food Service Manager must call ahead for service at least one day (24 hours) for Will Call service To ac?vate Will Call service for Monday, the call must be received by Sectran on Friday
Armored Car Service Changes Food Service Manager should send email to invoice processing unit at fsdap@lausd.net for following service changes to get proper billing credit. Use as subject line on email: Loca%on Fund Center Armored Car Changes q Unscheduled pick up Will Call service Only sites scheduled for 1 pick up per week should call for unscheduled pick up if cash exceeds $200 AND no pick up is scheduled in next two serving days Requires 24 hours no?ce to Sectran q Cancel a scheduled pick up If there is no deposits ($0), service should be cancelled no less than 24 hours. q Missed pick up Sectran pays for liquidated damages for scheduled pick ups that are missed (NOT when beyond the control and without their fault or negligence) Loca%on Fund Center is the SAP Fund Center may not always be same as CMS ID
Form available from website Deposit Record Log
Deposit Record Log (con t) The Deposit Record Log allows tracking of deposits Food Service Manager fills in: Date prepared Last 5 digits of deposit slip number Deposit bag number Amount Date of pick up Date of confirma?on from the bank Bank of America will send a Cash Services Deposit Receipt o This confirms that bank received deposits picked up by armored car o Receipt comes in the mail; expect to receive through school s admin office Check that deposits picked up matches bank s receipt o Match deposit amounts with bank receipt amount o If not matched, verify site records before calling bank or armored car service
Bank of America Deposit Receipt
THANK YOU!!! If you need assistance, contact your Area Food Service Supervisor