300.31 field operations field officer receipt book distribution and tracking

1. Number: 300.31
SUBJECT: FIELD OPERATIONS FIELD OFFICER RECEIPT BOOK
DISTRIBUTION AND TRACKING
Page: 1
Date: 08/20/03
Approved: Ryan Drabek, Director Revised:
6/19/12
I. PURPOSE
To establish a procedure for distributing and tracking receipt books used by OC Animal Care
Field Operations personnel.
II. POLICY
In accordance with OC Community Resources cash handling policy, a receipt shall be issued
whenever money is received from the public. Receipt books provide a record and
accountability for all monies received. This policy applies to money collected at Station One,
the front counters, in the field by Animal Control Officers (ACO), etc. It is not intended to
apply to money received through the mail.
III. SCOPE
Applicable to all Field Operations staff responsible for the distribution and tracking of
receipt books.
IV. FORMS
Receipt
Field Services Receipt Book Log
V. REFERENCES
Not applicable.
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. The Lieutenant designated to oversee the Receipt Books shall request Receipt Books
from the Procurement Division for distribution to personnel authorized to accept monies
in the field. The Procurement Division records the number range of receipt books
issued, dates and signs the Procurement Division log. Each recipient is assigned a

2. Number: 300.31
SUBJECT: FIELD OPERATIONS FIELD OFFICER RECEIPT BOOK
DISTRIBUTION AND TRACKING
Page: 2
Date: 08/20/03
Approved: Ryan Drabek, Director Revised:
6/19/12
receipt book with a series of individual numbered receipts.
B. Each time a receipt is issued, the corresponding Chameleon Activity number is written
on all copies of the receipt for reference. Upon initiating a corresponding Chameleon
Receipt, the Chameleon Receipt number must be written on the yellow copy of the book
receipt for reference.
C. After the completion of each Receipt Book, a Supervisor will review each book to
ensure that each book receipt number is accounted for and in sequential order prior to
issuing the ACO a new Receipt Book. If there are incomplete receipts left in the
Receipt Book upon it being returned from the ACO, those receipts must be marked
“Void”. There should not be more than two incomplete receipts in a Receipt Book upon
the book being returned.
1. A review of Chameleon records will be conducted by a designated Supervisor to
verify the accuracy of all receipt entries.
2. The ACO will be notified of any discrepancies requiring correction. Any
discrepancies are to be corrected on a memorandum printed out by the ACO.
3. The printed memorandum will be checked against the receipt and attached to the
receipt copy by the designated Lieutenant.
4. The Receipt Book is to be maintained by the designated Lieutenant when the
ACO is not generating memorandums of correction.
5. The memorandums of correction are to be completed in a timely manner.
D. Missing receipts require a memorandum from the ACO explaining the circumstances of
the lost receipt.
1. A voided receipt must have all copies attached with “VOID” written across
them. If one of the copies is missing from a voided receipt, a memorandum is to
be initiated by the ACO and turned in with the completed book for review by the
designated Lieutenant.
2. Supervision is to take the appropriate actions when staff deviates from
physically safeguarding County assets.
E. After review, all completed Receipt Books will be given to the Procurement Division by
the designated Lieutenant for storage.

3. Number: 300.31
SUBJECT: FIELD OPERATIONS FIELD OFFICER RECEIPT BOOK
DISTRIBUTION AND TRACKING
Page: 3
Date: 08/20/03
Approved: Ryan Drabek, Director Revised:
6/19/12
F. Distribution
1. The green copy goes to the person being issued the receipt.
2. The blue copy accompanies the monies and the Chameleon receipt that is turned
into the Accounting Department at the end of the shift.
3. The yellow copy is to remain in the Receipt Book.
G. Discrepancies
The following is a list of discrepancies that must be resolved before the Receipt Book
can be approved and accepted by the designated Lieutenant:
1. The book receipt number is not on the Chameleon receipt as the Reference
Number or it is the wrong number.
2. The name (first and/or last) on the book receipt is different than the Person ID#
on the Chameleon Receipt. The Person ID# can be different as long as the name
in the received from window on the Chameleon Receipt is the same.
3. The address on the book receipt is different than the address of the Person ID#
on the Chameleon Receipt.
4. There is no animal description and/or Animal ID# on the book receipt when
applicable.
5. The Chameleon Activity number is not written on each copy of the book receipt.
6. The Chameleon Receipt number is not written on the yellow copy of the book
receipt.
7. The amount written on the book receipt is different than the amount on the
Chameleon Receipt.
8. The date written on the book receipt is different than the date on the Chameleon
Receipt.
9. All or part of “Quarantine Fee 067” is not written on the receipt when issuing
for a Home-quarantine fee.
10. The reason for issuing the receipt is vague or not clear.
H. Receipt Book Log
1. Supervision will assign receipt books to ACOs and receive completed receipt
books from ACOs.

4. Number: 300.31
SUBJECT: FIELD OPERATIONS FIELD OFFICER RECEIPT BOOK
DISTRIBUTION AND TRACKING
Page: 4
Date: 08/20/03
Approved: Ryan Drabek, Director Revised:
6/19/12
2. The designated Lieutenant will review all completed receipt books for errors. If
errors are found, the ACO will make the required corrections and return the
receipt book to supervision before going into the field or going off-duty.
3. Supervision will document issuing, receiving and reviewing of the receipt books
on the Receipt Book Log as follows:
a. The date the Receipt Book is issued to the ACO.
b. Name of the Officer being issued the receipt book.
c. Number sequence of the receipts in the book.
d. The date the Receipt Book is received by Supervision.
e. Name of the Supervisor receiving the book.
f. Name of the reviewing Supervisor and the date the book was reviewed
and found to be free of any errors.
4. The Receipt Book Log will be maintained in supervision’s office with an
electronic copy maintained on the Z: drive under Forms/Field OPS/Receipt
Book Log.