300.34 field cash handling and initiation of a fees distribution and collection report

1. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 1
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
I. PURPOSE
To establish a uniform procedure for the collection of monies received by Field
Operations staff employed at OC Animal Care.
II. POLICY
It shall be the duty of all staff charged with the responsibility of collecting monies
to accurately account for all cash, checks, money orders and credit card payments
received in the field by adhering to the established cash handling policies.
A handwritten cash receipt shall be issued whenever money is received in
accordance with OC Animal Care P&P 300.33 Field Impound Fees. Receipt
books provide a record and accountability for money received. It is the sole
responsibility of the individual who collects fees during a shift to ensure that all
monies and receipts are properly distributed and accounted for. A Chameleon
Receipt is to be created for fees collected when appropriate and all monies will be
reviewed by the Watch Commander at the end of the officer’s shift and before
submitting to OC Animal Care Accounting.
III. SCOPE
Applicable to Field Operations staff responsible for the collection and recording of
monies received.
IV. FORMS
Receipt Book
Cash Box Closing Report
Cash Box No Receipt Report
V. REFERENCES
OC Animal Care P&P 300.31
OC Animal Care P&P 300.33

2. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 2
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
VI. DEFINITIONS
Not Applicable
VII. PROCEDURE
A. Checks:
1. Personal checks shall only be accepted with the following
imprinted information.
a. Name of the bank from which the money is drawn.
b. Check number.
c. ABA transit number, e.g.; 90-117/1222.
d. Name and address of the person writing the check.
e. MICR encoding, e.g.; 1: 1222011981: 8804 178392 3.
f. Date the check is accepted.
g. Paid to the Order of OC Animal Care
h. Numeric and written amounts must be correct and match
one another.
i. Signature on the check must correspond to the individual
whose name is imprinted on the check.
2. Record the valid driver license or picture ID number and expiration
date on the face of the check.
3. Corrections can only be made if the error is crossed out and the
correction is made and initialed by the individual making the
correction.
4. Post-dated checks are not to be accepted.
5. Special Situations
a. A personal out of state check will be accepted with proper
identification.
b. Two-party checks are not accepted.
c. No company checks will be accepted unless owner’s name
is part of the company name.

3. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 3
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
6. Checks must be endorsed by the Watch Commander or their
designee upon review at the end of the shift. The endorsement is
to be stamped on the top portion of the back of the check.
7. There shall be no deviation from this policy regarding the
collection of checks unless authorized by a Field Operations
supervisor.
B. Cash:
1. Personal money shall be kept separate from County money.
2. Receipt of cash shall be done in a careful and orderly fashion.
Large bills ($20.00 and up) will be marked by the officer with the
provided counterfeit pen at the time of collection.
3. Should an employee be given money that appears to be counterfeit,
the following actions shall be taken:
a. The bill is to be placed into an envelope and handled no
further.
b. Make note of suspect’s name, address, phone number (if
available) along with a physical description.
c. Contact supervision and the appropriate local law
enforcement agency immediately. If the officer feels their
safety may be at risk, they are to excuse themselves and
return to their unit to make the call to OC Animal Care and
the appropriate local law enforcement agency.
d. If the monies are collected at OC Animal Care, pending
concurrence with supervision, the envelope shall be given
to the Accounting Assistant II to verify authenticity with a
counterfeit detector pen.
e. In the event a counterfeit bill is received, payment must be
made by other means.
f. Counterfeit bills will be provided to the law enforcement
agency handling the case for evidentiary purposes.

4. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 4
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
C. Remote Credit Card Terminal:
The acceptance of a credit card payment may be utilized by designated
staff only.
1. All transactions shall be processed through Chameleon. The
Chameleon receipt along with the credit card terminal receipt shall
be mailed to the remitter prior to the end of the officer’s shift.
2. Original receipts for all transactions shall be maintained in the
Accounting Office.
3. The following credit card terminal instructions are for in-house
credit card terminals only. Individuals authorized to utilize the
Remote Credit Card Terminal shall refer to the Remote Credit
Card Terminal procedure operation guide (attachment 1).
a. Press the screen where Sale Transaction is displayed.
b. Enter the credit card number.
c. Enter the expiration date from the credit card.
d. Enter amount of sale or fine and press the enter key.
e. Enter the remitter’s address, if available. If not, press the
green enter key.
f. Enter the remitter’s zip code, if available. If not, press the
green enter key.
g. The terminal will dial out for an approval and print one (1)
receipt.
h. Press any key to print a second receipt. The first copy
(Merchant Copy) is submitted with all monies at the end of
the business day. The second copy (Customer Copy) is
sent to the remitter.
i. If the purchase is not approved, a message will appear on
the credit card machine.
j. Only Visa, Mastercard, Discover and American Express
credit card payments shall be processed.

5. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 5
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
D. Chameleon Receipt Window:
1. Receipt No. – A Receipt number will be generated by Chameleon
upon storing the window.
2. Date – The date will automatically populate when the Receipt
window is brought up. Chameleon receipts must be created the
same day in which the money is to be collected.
3. Person ID - Enter the Person ID (PID) of the animal owner or
custodian.
4. Received From - Should the officer collect monies from someone
other than that shown in the PID field, the first and last name of
the person the officer physically collected money from must be
entered in the Received From field. If there is a name entered in
the Received From field, that same name must also be indicated
on the Receipt Book receipt.
5. The Jurisdiction, Extra 1, Extra 2 and Comment fields are to be
left blank.
6. QTY – Enter the quantity of the Item Code to be charged.
7. Item Code - Place the cursor in the Item Code field and click on
F4 to access the Item Code Inventory drop down list. Click on the
correct item and then click OK. The item code will now be
populated in the Item Code field.
If other fees such as a late fee, replacement tag fee, donation, etc.
have been collected, each item must be listed separately.
8. Animal ID (AID) – Enter the appropriate corresponding AID. In
the event two dogs are impounded, for example, you will have
one impound shown for each AID. You cannot charge a quantity
of two impounds to one AID when two dogs were impounded.
Otherwise, one AID will not reflect a previous impound and the
other will reflect two thus causing confusion and inaccurate
records.
9. Reference No – Enter the number of the Receipt Book receipt that
was provided in the field. Once you have the quantity, Item
Code, AID and Reference No. displayed, click the Add box
(indicated by a plus sign) and the item and related information
will be added to the receipt. This process must be followed for

6. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 6
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
each individual item on the receipt. Upon clicking the Add box,
the Department and Price fields will be populated. This ensures
collected fees are recorded in the appropriate department.
10. Total Due – The amount will be calculated and added to this field.
11. Cash/Check/Credit - Enter the amount of cash, check, credit card
or money order paid. The Balance field in the bottom right corner
of the screen must always read, “0.00”.
12. Store the information. Upon storing, a window will appear that
reads, “Process Complete: stored…stored…” click on “cancel”
unless a copy of the receipt is needed.
NOTE – The officer is not required to create a Chameleon receipt
for a license they’ve sold so long as the license fee is paid for
separate any other fee collected. Customer Services will create
the Chameleon receipt once they process the license paperwork.
In the event the officer collects a license fee and a quarantine fee
at the same call for example, the officer is required to collect two
separate payments. If both fees are collected in one payment, the
officer will be required to create the Tag window and process the
license payment themselves.
B. Journal Entry a Receipt:
1. The employee who stored the original receipt must create the
Journal Entry for the receipt.
2. Go to the Receipt window and enter the receipt number that is to
be “Journal Entried” (i.e., R11-123789) and press F12 to view the
receipt.
3. Verify that the receipt submitted for Journal Entry has not been
previously voided. You can tell this by reviewing the log of
receipts located on the top right corner of the Receipt window.
The amount will appear with a negative (-) in front of it, i.e., -
62.00, -18.00, -5.50 etc.
4. If the receipt has not been previously “Journal Entried”, go to
Procedures and select Journal Entry. The Chameleon database will
Journal Entry the receipt. Chameleon will ask if the user is

7. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 7
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
positively sure the record is to be voided; select OK. Chameleon
will then confirm the receipt has been “Journal Entried”.
5. If a new receipt is to be created; you must start with a new Receipt
window.
C. Journal Entry Memo:
1. Click on the Memo icon (the single page of paper) on the menu tab
to bring up the Memo window.
2. The Memo ID must be the same as the Person ID in the Receipt
window.
3. The type of Memo must be “Note”.
4. The memo text must contain the following information:
a. Date the memo was initiated.
b. Receipt Number.
c. Reason for the Journal Entry.
d. If multiple animals are owned by the person, specify for
which Animal ID the voided transaction applies.
e. The employee’s initials.
5. Store or press the F9 key to save the memo.
D. Cash Box Closing Report:
The Cash Box Closing Report is to be run daily by staff members that
have completed any monetary transaction in Chameleon in order to
balance the revenue collected for the day. To obtain the report proceed as
follows:
1. From the Menu Bar, select “Reports” and scroll down to “Run a
Report”.
2. Scroll down to Accounting Reports and select “Cash Box
Closing”.
3. Enter the date as follows: yyyy-mm-dd/ (i.e. 2013-11-13).
4. Type in your Chameleon User ID number and click “OK”.

8. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 8
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
5. The Cash Box Closing Report for the entire business day will
appear for the specified employee that contains the work
processed. To obtain these pages proceed as follows:
a. Click on the printer icon.
b. Select “OK” and the applicable pages of the report will
print.
6. Once the Cash Box Closing Report is printed, the following steps
are to be followed for the completion of the report.
a. Officer’s Signature – The officer will enter their signature.
b. Date – The officer will enter the date in which the report
was run.
c. Supervisor Name – The supervisor verifying the monies
collected and the Cash Box Closing report match.
d. Supervisor Signature – The supervisor will enter their
signature.
e. Deposit Amount – The supervisor will enter the total
amount of monies collected in Chameleon receipts.
f. Date – The supervisor will enter the date in which the
report was verified.
When licensing revenue is collected in addition to other monies
and the Chameleon receipt has not yet been created and will be
created by Licensing staff at a later date, the spaces below the
gray shaded area are to be completed as follows:
a. Supervisor Signature – The supervisor verifying the
additional licensing funds collected will enter their
signature.
b. License Fees – The supervisor will enter the total verified
licensing fees collected.
c. Total $ Amount Deposited to Accounting – The supervisor
will add the total amount of monies collected (Chameleon
receipt(s) and the amount of licensing revenue collected
without receipt(s)) and enter the total here.

9. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 9
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
G. Cash Box No Receipt Report: In order to balance the licensing revenue
collected for the day without a Chameleon receipt, The Cash Box No
Receipt Report is to be run daily by Field staff that has collected
licensing revenue only. The Chameleon receipt will be created at a later
time by Licensing staff. To obtain the report proceed as follows:
1. From the Menu Bar, select “Reports” and scroll down to “Run a
Report”.
2. Scroll down to Accounting Reports and select “Cash Box No
Receipt”.
3. Enter the date as follows: yyyy-mm-dd/ (i.e. 2013-11-13).
4. Type in your Chameleon User ID number and click on “OK”.
5. The Cash Box No Receipt Report for the entire business day will
appear for the specified employee that contains the work
processed. To obtain these pages proceed as follows:
a. Click on the printer icon.
b. Select “OK” and the applicable pages of the report will
print.
6. Once the Cash Box No Receipt Report is printed the following
steps are to be followed in the completion of the report.
a. Cash Total – The officer will enter the total amount in
cash collected.
b. Check Total – The officer will enter the total amount in
checks collected.
c. Credit Total - The officer will enter the total amount in
credit transactions collected
d. Grand Total – The officer will enter the total amount of
revenue collected for the day.
e. Print Full Name – The officer will print their first and last
names.
f. Staff Signature – The officer will sign their name.
g. Date – The officer will enter the date in which the monies
were collected and the report was run.

10. Number: 300.34
SUBJECT: FIELD CASH HANDLING AND INITIATION OF A FEES
DISTRIBUTION AND COLLECTION REPORT
Page: 10
Date: 11/6/06
Approved: Ryan Drabek, Director Revised: 5/2/14
h. Supervisor Name – The supervisor verifying the monies
and report will print their first and last name.
i. Supervisor Signature – The supervisor verifying the
monies and report will sign their name.
j. Total $ Amount deposited to Accounting – The supervisor
will enter the total amount of all monies collected.
k. Date – The supervisor will enter the date in which they
verified this information.
At no time will any staff member, including supervisors, verify
their own Cash Box Closing or Cash Box No Receipt Report.