West Virginia Code of State Rules › Agency 63 - Conservation Committee › Title 63 - LEGISLATIVE RULE STATE CONSERVATION COMMITTEE › Series 63-04 - Conservation District Accounting and Auditing Standards › Section 63-4-8 - Receipts Processing

Current through Register Vol. XLI, No. 28, July 12, 2024
8.1. All funds
				(cash, check, or money order) are to be treated as cash received.
8.2. Each transaction shall be recorded in an
				official receipt book as it is received, on the day received.
8.3. Each official receipt book shall have
				pre-numbered duplicate receipts. The conservation district shall retain an
				official receipt book for general funds, CDO funds, and special revenue funds
				and a receipt book for co-administered funds. Receipts written on scrap paper
				and inserted into the receipt book are not permitted as official
				receipts.
8.4. The original (top)
				receipt shall be given to individuals paying in person. Other original receipts
				shall be left in the official receipt book or mailed to the payee. The second
				(duplicate) receipt shall remain in the official receipt book at all times
				whether void or authentic.
8.5.
				Each transaction being recorded shall contain the date, the name of the
				individual or company paying funds to the district, and the total amount
				written out. A description line shall contain a short statement explaining the
				income being recorded. Each receipt shall be signed by the person receiving the
				funds.
8.6. Direct deposits are to
				be recorded in the same manner to provide a receipt number for recording in the
				accounting software. If a check is issued to deposit the funds into another
				conservation district bank account, it shall be processed in this manner and
				included on the deposit ticket process.
8.7. Receipt names should then be listed on
				the deposit ticket in the order received.
8.8. Each day's deposit ticket(s) shall have
				the date entered at the top of each ticket. If more than one deposit ticket is
				used, the date should be entered on each ticket and the bottom total box should
				have a line drawn through the space of each ticket, with the exception of the
				last ticket. The total amount shall be entered on the last ticket used that
				day. Duplicate deposit tickets should be kept with the receipt book.
8.9. Copies of completed deposit tickets for
				each day of the month shall be with the monthly bank reconciliation.
8.10. All checks shall be immediately stamped
				with a restrictive endorsement that includes "For Deposit Only", the
				conservation district name, bank name, and account number.
8.11. All funds received shall be totaled for
				each day. The total of all funds listed on the deposit ticket shall equal the
				total funds received for the day as listed in the official receipt
				books.
8.12. Funds for all receipts
				written shall be deposited within 24 hours (excluding non-working days) of
				receipt.
8.13. If the banking
				institution being used closes before 4:00 pm and a drive-in section is not
				available, arrangements should be made for a locked bag to be used to make a
				night deposit.
8.14. WVCA employees
				shall not use petty cash funds or accept cash.
8.15. Accounts receivable shall be reviewed
				monthly by conservation district supervisors to see aging accounts still
				outstanding.