500.18 special line item receipt processes

1. Number: 500.18
SUBJECT: SPECIAL LINE ITEM RECEIPT PROCESSES Page: 1
Date: 07/17/12
Approved: Ryan Drabek, Director Revised:
I. PURPOSE
To establish a uniform guideline for the processing of special line item receipts.
II. POLICY
Currently, OC Animal Care may process sales to the public through Chameleon that include the
use of donation money toward a bill, exchanges for an adopted animal as well as animals that
have been approved for the Life Program. Each of these receipts uses a special process as
outlined in this Policy and Procedure.
III. SCOPE
This procedure is applicable to all OC Animal Care personnel that process receipts in
Chameleon.
IV. FORMS
Not applicable.
V. REFERENCES
OC Animal Care Policy and Procedure 600.37 Redemption of Impounded Animals Using
Chameleon Computer System
OC Animal Care Policy and Procedure 600.38 Adoption of Impounded Animals Using
Chameleon Computer System
VI. DEFINITIONS
Not Applicable.
VII. PROCEDURE
A. Donation Receipts
1. For donation funds that are being used to cover adoptions (i.e. special events) or
RTO’s (with director’s approval), the following inventory items from
Chameleon will be used:
a. DON- ADOPTION (This line item is used to offset the adoption fee.
The amount will change based on the adoption fee. Staff will need to

2. Number: 500.18
SUBJECT: SPECIAL LINE ITEM RECEIPT PROCESSES Page: 2
Date: 07/17/12
Approved: Ryan Drabek, Director Revised:
enter the amount of Donation Funds used to cover the adoption fee – i.e.
-$88.00, -$20.00, etc.)
b. DON- CAT SN (This line item is used to offset the feline s/n fee - the
correct fee has already been entered into Chameleon)
c. DON- DOG SN (This line item is used to offset the canine s/n fee - the
correct fee has already been entered into Chameleon)
d. DON- RABIES V (This line item is used to offset the rabies vaccination
fee - the correct fee has already been entered into Chameleon)
e. DON- OTHER VX (This line item is used to offset other vaccinations,
i.e. DHLPP/Bordetella, FVRCP - staff will need to change the amount
based on the price of the vax, i.e. -$10.00, etc)
f. DON- VET SRV (This line item is used to offset the cost of vet services,
i.e. Advantage, Drontal, FELV/FIV test, etc - staff will need to change
the amount based on the price of the vet services, i.e. -$28.00, -$10.00,
etc)
g. DON- MICROCH (This line item is used to offset the microchip fee -
the correct fee for AVID chips implanted at the shelter has already been
entered into Chameleon, should you have another chip i.e. HomeAgain,
AVID re-register, etc, the amount will need to be changed in the receipt
window)
h. DON- FEED/CAR (This line item is used to offset the daily feed and
care fees - the correct fee has already been entered into Chameleon)
i. DON- IMP FINE (This line item is used to offset the State mandated fine
for unaltered animals - the correct fee has already been entered into
Chameleon) ***First impound only
j. DON- IMPOUND (This line item is used to offset the impound fee - the
correct fee has already been entered into Chameleon) ***First impound
only
k. DON-OWN SURR (This line item is used to offset the OS fee - the
correct fee has already been entered into Chameleon)
2. ***At no time will donation money be used to cover licensing fees, taxable
items (i.e. Leashes, E-Collars and Cat Carriers) or an RTO on an animal that
has been impounded more than 1 time ***
3. OC Animal Care staff will follow the steps below to properly enter a receipt
with donation money into Chameleon:
a. With the exception of Special Event days where there has been an
approved donation for adoptions, you must check all memos on the AID
and Kennel Window to verify that donation funds have been approved to
be used toward an adoption or redemption. If there are no notes on

3. Number: 500.18
SUBJECT: SPECIAL LINE ITEM RECEIPT PROCESSES Page: 3
Date: 07/17/12
Approved: Ryan Drabek, Director Revised:
approval, check with a Customer Services Supervisor immediately
proceeding.
b. After ensuring that the animal(s) have been linked to the owner, update
the kennel window with the appropriate Outcome Type and receipt date
as specified in OC Animal Care P&P 600.37 or 600.38.
c. Place your cursor in the Receipt Field and press F4 key on your
keyboard to bring up the receipt.
d. Ensure that all charges have been properly added to the receipt.
e. Add each appropriate donation line-item listed above ensuring that the
proper amounts are deducted from the total. (i.e. DON-ADOPTION,
DON-MICROCHIP, etc.)
f. Enter the amount the customer pays (if any amount remains) into the
payment section of the receipt window.
g. Hit the F9 on your keyboard to store the receipt.
The Chameleon receipt window below shows an example of an adoption with donation funds properly
applied toward the fees:
B. Program Receipts
1. For animals that have been approved for the Life Program and are being adopted
by a Rescue Organization (501c(3) certified non-profit organization), the
following inventory items from Chameleon will be used:
a. LIFE PROGRAM - ADOPTION (This line item is used to offset the
adoption fee. The amount will change based on the adoption fee. Staff

4. Number: 500.18
SUBJECT: SPECIAL LINE ITEM RECEIPT PROCESSES Page: 4
Date: 07/17/12
Approved: Ryan Drabek, Director Revised:
will need to enter the amount of Donation Funds used to cover the
adoption fee – i.e. -$88.00, -$20.00, etc.)
b. LIFE PROGRAM - CAT S/N FEE (This line item is used to offset the
feline s/n fee - the correct fee has already been entered into Chameleon)
c. LIFE PROGRAM - DOG S/N FEE (This line item is used to offset the
canine s/n fee - the correct fee has already been entered into Chameleon)
d. LIFE PROGRAM - RABIES VAX (This line item is used to offset the
rabies vaccination fee - the correct fee has already been entered into
Chameleon)
e. LIFE PROGRAM - OTHER VAX (This line item is used to offset other
vaccinations, i.e. DHLPP/Bordetella, FVRCP - staff will need to change
the amount based on the price of the vax, i.e. -$10.00, etc)
f. LIFE PROGRAM - VETERINARY SERV (This line item is used to
offset the cost of vet services, i.e. Advantage, Drontal, FELV/FIV test,
etc - staff will need to change the amount based on the price of the vet
services, i.e. -$28.00, -$10.00, etc)
g. LIFE PROGRAM - MICROCHIP (This line item is used to offset the
microchip fee - the correct fee for AVID chips implanted at the shelter
has already been entered into Chameleon, should you have another chip
i.e. HomeAgain, AVID re-register, etc, the amount will need to be
changed in the receipt window)
h. LIFE PROGRAM – LEASH (This line item is used to offset the cost of a
leash - the correct fee has already been entered into Chameleon)
i. LIFE PROGRAM – LEASH TAX (This line item is used to offset the
sales tax assessed on leashes - the correct fee has already been entered
into Chameleon)
j. LIFE PROGRAM – CARRIER (This line item is used to offset the cost
of a carrier - the correct fee has already been entered into Chameleon)
k. LIFE PROGRAM – CARRIER TAX (This line item is used to offset the
sales tax assessed on carriers - the correct fee has already been entered
into Chameleon)
2. ***At no time will the Life Program be used to cover licensing fees, adoptions
for citizens or any RTO on an animal that has been impounded by OC Animal
Care.***
3. OC Animal Care staff will follow the steps below to properly enter a Life
Program receipt into Chameleon:
a. You must check all memos on the AID and Kennel Window to verify
that the animal has been approved for the Life Program. If there are no

5. Number: 500.18
SUBJECT: SPECIAL LINE ITEM RECEIPT PROCESSES Page: 5
Date: 07/17/12
Approved: Ryan Drabek, Director Revised:
notes on approval, check with a Customer Services Supervisor
immediately before proceeding.
b. After ensuring that the animal(s) have been linked to the appropriate
Rescue Group, update the kennel window with the appropriate Outcome
Type, Outcome Subtype of “RESCUE” and receipt date as specified in
OC Animal Care P&P 600.38.
c. Place your cursor in the Receipt Field and press F4 key on your
keyboard to bring up the receipt.
d. Ensure that all charges have been properly added to the receipt.
e. Add each appropriate Life Program line-item listed above ensuring that
the proper amounts are deducted from the total. (i.e. LIFE PROGRAM -
ADOPTION, LIFE PROGRAM - MICROCHIP, etc.)
f. Hit the F9 on your keyboard to store the receipt.
4. The Chameleon receipt window below shows an example of an adoption with
Life Program deductions properly applied toward the fees:
C. Exchange Receipts
1. For animals that are being adopted with an Exchange credit from a previous
receipt, the following inventory items from Chameleon will be used:
a. EXCHANGE – ADOPTION FEES (This line item is used to offset the
adoption fee. The amount will change based on the adoption fee. Staff

6. Number: 500.18
SUBJECT: SPECIAL LINE ITEM RECEIPT PROCESSES Page: 6
Date: 07/17/12
Approved: Ryan Drabek, Director Revised:
will need to enter the amount of Donation Funds used to cover the
adoption fee – i.e. -$88.00, -$20.00, etc.)
b. EXCHANGE – CAT S/N FEE (This line item is used to offset the feline
s/n fee - the correct fee has already been entered into Chameleon)
c. EXCHANGE – DOG S/N FEE (This line item is used to offset the
canine s/n fee - the correct fee has already been entered into Chameleon)
d. EXCHANGE – RABIES VAX (This line item is used to offset the rabies
vaccination fee - the correct fee has already been entered into
Chameleon)
e. EXCHANGE – OTHER VAX (This line item is used to offset other,
i.e. DHLPP/Bordetella, FVRCP - staff will need to change the amount
based on the price of the vax, i.e. -$10.00, etc)
f. EXCHANGE – VETERINARY SERVICE (This line item is used to
offset the cost of vet services, i.e. Advantage, Drontal, FELV/FIV test,
etc - staff will need to change the amount based on the price of the vet
services, i.e. -$28.00, -$10.00, etc)
g. EXCHANGE – MICROCHIP (This line item is used to offset the
microchip fee - the correct fee for AVID chips implanted at the shelter
has already been entered into Chameleon, should you have another chip
i.e. HomeAgain, AVID re-register, etc, the amount will need to be
changed in the receipt window)
h. EXCHANGE – LEASH (This line item is used to offset the cost of a
leash - the correct fee has already been entered into Chameleon)
i. EXCHANGE – LEASH TAX (This line item is used to offset the sales
tax assessed on leashes - the correct fee has already been entered into
Chameleon)
j. EXCHANGE – CARRIER (This line item is used to offset the cost of a
carrier - the correct fee has already been entered into Chameleon)
k. EXCHANGE – CARRIER TAX (This line item is used to offset the
sales tax assessed on carriers - the correct fee has already been entered
into Chameleon)
l. EXCHANGE – LICA SR (This line item is used to offset the cost of a
Senior License - the correct fee has already been entered into
Chameleon)
m. EXCHANGE – LICA (This line item is used to offset the cost of a
regular altered license - the correct fee has already been entered into
Chameleon)
2. ***At no time will an exchange be used to cover the cost of any RTO on an
animal that has been impounded by OC Animal Care. Exchanges are for
adoptions only.***

7. Number: 500.18
SUBJECT: SPECIAL LINE ITEM RECEIPT PROCESSES Page: 7
Date: 07/17/12
Approved: Ryan Drabek, Director Revised:
3. OC Animal Care staff will follow the steps below to properly enter an Exchange
receipt into Chameleon:
a. Verify that an exchange has been approved on the original receipt by
looking for the Exchange Stamp with the date of return and Staff’s
initials. If there is no receipt, check with a Customer Services Supervisor
immediately before proceeding.
b. After ensuring that the animal(s) have been linked to the new owner,
update the kennel window with the appropriate Outcome Type and
receipt date as specified in OC Animal Care P&P 600.38.
c. Place your cursor in the Receipt Field and press the F4 key on your
keyboard to bring up the receipt.
d. Ensure that all charges have been properly added to the receipt.
e. Add each appropriate Exchange line-item listed above ensuring that the
proper amounts from the original receipt are deducted from the total and
that the original receipt number appears on the reference number in the
receipt window. (i.e. EXCHANGE -ADOPTION, EXCHANGE -
MICROCHIP, etc.)
f. Note that there are fees that may differ depending on the size of the
animal, animal type, microchip type or date that the adoptions were
processed (i.e. 1-5 days, 6-30, etc.). This means that the customer may
have a balance due or an amount that needs to be processed as a refund
(Over $10.00 only) on the new adoption receipt.
g. Hit the F9 on your keyboard to store the receipt.
4. The Chameleon receipt window below shows an example of an adoption with
Exchange deductions properly applied toward the fees: