3. • If your Facility keeps a Start-Up in the cash
drawer for change purposes; the cashier /
attendant should count it to make sure they
have the correct amount: $30, $50, $100, etc.
prior to starting their shift.
• Start-Up should also be included as part of your
ending cash totals during the reconciliation
process performed at the end of your shift.
• Start-Up is NOT deposited and must be placed in
the safe nightly or held by the Facility Manager;
accepting FULL responsibility.
• All transactions must be rung into the POS
Program or Cash Register your Facility is
currently using.
• A Receipt must be issued to each customer.
• There can only be one (1) employee operating
the cash register at any given time; with the
exception of the Manager/Supervisor who
oversees cash drawer operations through out
the day.
• All employees operating the cash register will
be issued their own pin/pass code.
• This code will be used by the cashier/attendant to
clock-in and clock-out of the register at the
beginning and end of their shift, as well as
anytime they leave the register unattended.
Cash Management
Page: 3
4. Page: 4
• Cashiers should make every attempt to correct entry errors prior to completing
the sale (applying payment).
• If errors are not known until afterwards, the Cashier should then, notify the
Manager/Supervisor on duty so they can perform a return or refund for that
specific transaction.
• A brief explanation will be required.
• Cashiers are responsible for the transactions they process while operating the
cash register. Therefore, it is mandatory that all cashiers Reconcile their cash
drawer at the end of their shift or any time there is a change in cashiers.
• This is done via: Shift Close Out, Cashier {Change} Report, or initialing the Clover Payments
Report.
5. • Discrepancies found by the DPR Accounts
Receivable Clerk, will be forwarded to the GM,
Asst. Mgr., Office Mgr., or Golf Professional
requiring a written/emailed response explaining
what happened and why the Internal Policies
were not and/or unable to be followed.
• Responses should be made within a timely
manner.
• Shifts where an overage and/or shortage occurs
must be accompanied by a RDA “Revenue
Discrepancy Accountability” form. It is the
Supervisor/Manager on duties responsibility to
make sure the cashier completes this form in
it’s entirety.
• This form should be kept on file at your Facility
and monitored for repetition/patterns which may
need disciplinary action taken.
Page: 5
6. • Proper identification is needed when
accepting checks.
• Ask for a ‘picture identification’ such as a
driver’s license.
• Verify the contact information is correct:
name, address, phone number.
• List the Drivers License/ID #, State of Issue,
and Date of Birth on the check
• If the issuer is not present write NP on the
check.
• If the check was mailed write M on the
check.
• The General Manager or Facility Manager is
responsible for revenues coming in and out of
their Facility. You should monitor your unpaid
transactions / open invoices on a regular basis.
• DPR Services rendered should be paid, 100%
up front .
• Programming should be offered on a first-come -
first-serve basis.
• Events should only be scheduled if payment has
been received in full (no holding dates). The only
exception to this policy is for Contractual Group
usage.
• Group use should be Invoiced on a monthly
basis and paid within 30 days of the Invoice
date. *GM, Asst. Mgr., Facility Manager, or
Office Mgr. should monitor this on a regular
basis.
General Business Transacting
Page: 6
7. • Organizations requesting exemption from paying (7%) IN State Sales Tax
must be listed on the DPR Tax Exempt Client List or provide a copy of their
State provided General Sales Tax Exemption Certificate (Form ST-105) at
time of purchase.
TAX EXEMPT CLIENT LIST
ORGANIZATION STREET ADDRESS TAX ID #
4 C's ofEvansville(CommunityCoordinated Child CareofS. IN.) 5115 OAK GROVE STE A 0005472709 000
ABUNDANT FAITH UNITED PENTECOSTAL CHURCH 1228 LODGE AVENUE 103655344 000 4
ADOPTION RESOURCE SERVICES 810 W BRISTON STE R G2 736235 08
AIDS RESOURCE GROUP OF EVANSVILLE, INC 201 NW 4ST STREET SUITE B-7 0005496314 000
ALCOA INC. WARRICK COUNTY 0001091620 005
ALDERSGATE UNITED METHODIST CHURCH (BoysScout Troop 383) 5130 LINCOLN AVE 1111923331 000
Page: 7
8. NOT-FOR-PROFIT CLIENT LIST
12/15/2016 9:39 AM
All Nonprofit and/or State Organization’s 501(c)(3) and/or
Letterhead with Mission Statements on file with the City of
Evansville Department of Parks and Recreation are listed below:
1) AARP FOUNDATION
301 E St. NW Ste A1 350
Washington, DC 20049-0001
2) Aids Resource Group of Evansville, Inc.
201 NW 4th St 301
Evansville, IN 47708-1358
3) American Cancer Society
Great Lakes Division Inc
1755 Abbey Rd
East Lansing, MI 48823
• Not-For-Profit Organizations who have
been approved for free or reduced fee
use of DPR Facilities must be listed on the
DPR Not-For-Profit Client List or provide
us a copy of their 501(c)(3) IRS issued
approval letter.
• In the event this is not able to be supplied,
the Organization can submit their Mission
Statement on Letterhead.
Page: 8
9. • Revenue, such as cash and check, must be
placed in a Fifth Third Bank Security Bank Bag
and hand delivered to the Branch of your
choice Nightly (no exceptions).
• Make sure the bag is sealed properly!
• A bank stamped copy of the deposit slip must
be picked up the next business day. *verifies
revenue was received by the 5/3 Bank.
• If you have a safe at your Facility you must
place all revenue in that safe nightly and
hand deliver to the Branch of your choice,
first thing the next business day.
• A bank stamped copy of the deposit slip must
be picked up the next business day. *verifies
revenue was received by the 5/3 Bank.
OFF SITE
• Revenue, such as cash and checks, must
be placed in the safe nightly.
• On-Site deposits are made by the Accounts
Receivable Clerk and/or Office Assistant within
the 24hrs required by City Controller / SBOA
“State Board of Accounts”.
ON-SITE
Depositing Revenues
(all revenues must be deposited within 24hrs of receipt of funds)
Page: 9
10. • You must report revenue for each scheduled business day; whether there was revenue
received or not. A shift must be opened and/or cash register Z-Report printed verifying no
revenue was collected.
• If your Facility was closed for unforeseen reasons please note that on the Daily Revenue Report, Shift
Report, or Z-Tape.
• In the absence of the GM, Asst. Manager, or Office Manager, a designated employee should be
responsible for completing your Facilities End-Of-Day procedures in order for business to run as usual.
• On-Site Facilities must deliver all required Daily Revenue Reports and supporting
documentation to the Accounts Receivable Clerk first thing each business day to ensure
Departmental Revenues are processed into the City’s books in a timely manner. It is the
Managers responsibility to ensure all necessary paperwork is in order.
• Off-Site Facilities must deliver all required Daily Revenue Reports and supporting
documentation to the Accounts Receivable Clerk twice a week. It is the Managers
responsibility to ensure all necessary paperwork is in order.
• Golf, Swonder, Hartke – Monday and Thursday
• Lloyd, Neigh. Pools – Tuesday and Thursday
Reporting Revenue
Page: 10
11. • It is very important we keep communications open
within our Department and we work together for the
common good:
• Making sure our revenue projections and being met,
• Being prepared to answer any/all City Controller or SBOA
“State Board of Accounts” audit concerns, and
• Being more than ready for End of Year Uncollected balance
reporting!
In Closing
Page: 11
