This document outlines procedures for animal control officers to collect field impound fees from owners. It describes issuing receipts for any money received, and handling cash, checks, and credit cards appropriately. Officers must record all financial transactions, distribute receipt copies, and submit all funds and documents to their supervisor at the end of each shift for verification and deposit.

1. Number: 300.33
SUBJECT: FIELD IMPOUND FEES Page: 1
Date: 12/19/90
Approved: Ryan Drabek, Director Revised: 6/19/12
I. PURPOSE
To establish a procedure for the collection of impound fees by Animal Control Officers (ACO)
employed at OC Animal Care.
II. POLICY
A handwritten cash receipt shall be issued whenever money is received. Receipt books provide
a record and accountability for money received.
III. SCOPE
Applicable to all Field Operations personnel.
IV. FORMS
Receipt Book
Field Services Activities Report
V. REFERENCES
OC Animal Care Policy and Procedure 300.34
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. Instances may arise when the owner or custodian of an impounded animal is able to
accept custody of an animal in the field. In order to accommodate the owner or
custodian, ACOs may, at their discretion, release the animal to the owner or custodian
upon payment of impound fees. Once it has been determined by the ACO that the
owner or custodian is able to make payment of fees, the ACO will accept a check, credit
card or exact amount of cash following cash handling procedures.
Note: This does not preclude the ACO’s discretion of releasing blind, old, sick or injured
animals or service dogs back to the owner or custodian.

2. Number: 300.33
SUBJECT: FIELD IMPOUND FEES Page: 2
Date: 12/19/90
Approved: Ryan Drabek, Director Revised: 6/19/12
B. Receipt Book
1. General Information
a. County receipts must be initiated any time monies are received from a
citizen.
b. Receipt books are issued to each ACO. Receipt books are not to be
loaned to other officers.
c. ACO’s who lose his/her receipt book shall notify supervision
immediately.
d. Receipt books may be audited at any time.
e. Receipt numbers must be entered in the comments section of the
Officer's Patrol Log.
f. The corresponding Chameleon Activity number is to be noted in the top
right hand corner of the receipt.
2. Voiding a Receipt
a. All receipt copies (green, yellow, blue) are to be left intact in the receipt
book. ACO’s shall staple the receipt copies together to ensure they don't
become separated from the receipt book.
b. Mark a diagonal line and write the word "void" in bold capital letters
across the face of the green receipt to ensure that all copies are voided.
c. Enter your first initial, last name and badge number across the face of the
green receipt.
d. Notify supervision via memo that the receipt was voided.
3. When Receiving Cash
a. All cash bills over $20.00 must be checked with a counterfeit pen to
ensure legitimacy. In the event a counterfeit bill is detected, supervision
and the local police or sheriff’s department is to be notified immediately.
Payment must be made by other means in this instance.
b. 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 law enforcement.
4. When Receiving a Check

3. Number: 300.33
SUBJECT: FIELD IMPOUND FEES Page: 3
Date: 12/19/90
Approved: Ryan Drabek, Director Revised: 6/19/12
a. Secure a driver's license or government issued ID as identification.
b. Write the driver's license or ID number, including state of issuance and
the receipt number at the top of the front of the check.
5. When Receiving a Credit Card
a. Enter the amount charged to the credit card on the “paid by cash” line
followed by “credit card”. The rest of the form is to be completed as
usual.
b. Upon obtaining the credit card number and expiration date, the ACO is
to contact a Sergeant who is at the shelter, the Operations Desk Sergeant
or the Watch Commander (WC) to run credit cards while the ACO is on
the scene. The card is to be run in accordance with Policy and Procedure
300.34 Field Cash Handling and Initiation of a Fees Distribution Sheet
and Collection Report.
6. Receipt Distribution
a. Green copy - given to the citizen that the money was received from.
b. Yellow copy - remains in the receipt book.
c. Blue copy - attach to the cash or check; all monies collected will be
placed in an envelope along with the blue receipt; all envelopes will be
turned in to the WC or, if unavailable, a Field Sergeant at the end of the
shift.
7. Money Distribution
a. At the end of the shift the ACO will contact the WC or the Field
Sergeant and have in his/her possession the blue receipt, cash or check,
cash box closing report from Chameleon, tape run from the adding
machine, credit card machine receipt, if applicable and a white envelope
for deposit.
b. The WC or Field Sergeant will receive these documents and:
1) Confirm the amount of monies match the associated documents.
2) Double check all cash bills with a counterfeit pen to ensure
legitimacy.
3) Place the monies and documents in a blank envelope, seal the
envelope and put his/her initials, badge number and amount

4. Number: 300.33
SUBJECT: FIELD IMPOUND FEES Page: 4
Date: 12/19/90
Approved: Ryan Drabek, Director Revised: 6/19/12
collected on the outside of the envelope.
4) Place in mail slot outside of Accounting Room.
8. Form Initiation
a. The receipt number is located in the upper left corner.
b. Enter the total amount of money received.
c. Enter the citizen's complete name that you received the money from.
d. Enter the date the money was received (e.g. October 10, 2012).
e. Enter the citizen's complete address.
f. Enter the city in which the citizen resides.
g. Write the complete reason for receiving the money and include the
Activity number and animal's description (A1123456, Impound of owner
release dog. Male, German Shepherd, Black/Tan, L12- 901328).
h. If money received is currency, enter the total amount received. If the
citizen is paying by credit card, enter the amount on this line followed by
“credit card”.
i. If money received is a check, enter the check's sequential number (not
bank number).
j. Enter your first initial, last name and badge number.
C. Collection Information
If Impound or Quarantine Fees and License Fees are being collected on the same
check, the Officer must input the license(s) as well as the impoundment or quarantine
fees in lieu of utilizing clerical staff for data inputting.