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Collection of Money Packet Page 1 of 5 Collection of Money Packet Last Updated: 07/09 ASB collects money for many reasons (club dues, fees for events, bake-sales, etc). Money collection can easily cause problems when done in a manner not consistent with institutional policies. In general, cash/checks need to be turned in at the cashier’s office daily. Do NOT collect and store money/checks over a period of business days. Please follow the checklist below to assure money collection is done properly. Collecting Dues? (2 Options) Option 1: ― Create a list of student names and have them sign when they pay ― Complete a deposit slip with appropriate account numbers. Account numbers are IMPORTANT when depositing money. If account number is unknown, please contact the Office of Student Success and Engagement. ― Turn in collected money and deposit slip at the cashier’s office daily ― Give a copy of the deposit slip and student name list to the Office of Student Success and Engagement ― Keep a copy of the deposit slip and student name list for binder Option 2: ― Provide students a slip with appropriate account numbers and a description of collection purpose ― Have students pay at the cashier’s office using the account information provided ― Have students return the cashier’s receipt to the staff advisor or student organizer(s) for proof of dues payment ― Give a copy of the cashier’s receipt and name list to the Office of Student Success and Engagement ― Keep a copy of the cashier’s receipt and student name list for binder Collecting Money during an Event? Pre-event ― Request a cashbox and starter money (change) from business office at least three days prior to event ― Pick up the cashbox and the starter money prior to the event (no more than 1 business day prior) ― Prepare for ticketing or receipting (required). See receipting form options in this packet (gate receipt form, sale form, etc.). Tickets can be picked up in the Office of Student Success and Engagement, if needed for the event. ― Decide who will manage the money collection ― If a night deposit will need to be made, talk with the Office of Student Success and Engagement about securing a staff member (security, custodial, etc) to assist. -OR- ― Ask the Office of Student Success and Engagement how a “gate-keeper” can be hired to collect event money Event Will you be ticketing or receipting? If YES, follow the process below: ― Have (preferably) two responsible individuals collecting money at the entrance locations ― Log starter money at the bottom of the gate receipt form ― Log starting ticket/receipt number on the gate receipt form and the fee being charged If there is more than one fee being charged (e.g.-$3 for student, $6 for public), create a gate receipt for each fee charged. Collection of Money Packet Page 2 of 5 Collection of Money Packet Last Updated: 07/09 ― Be certain to give a ticket/receipt to EVERY person who attends. If you are charging the public a fee and not students, students will still need to get a “no fee” ticket or receipt. ― Use a different color ticket/receipt for each fee charged ― No money may be taken out of the cash box at any time other than for making change ― NEVER leave the cash box unattended Will you be selling merchandise? If YES, follow the process below: ― Have two responsible individuals collect the money at the merchandise table ― Log starter money on the bottom of the sale form ― Log the cost per item on the sale form ― No money may be taken out of the cash box at any time other than for making change ― NEVER leave the cash box unattended Post Event ― Count collected money, checks, and starting cash to come up with a cashbox total. ― Log ending ticket/receipt number(s) on each gate receipt form (n/a to bake sales) ― Calculate: Number sold x price = total intake ― Subtract the “starter money” from the total intake ― Note total cash balance and acknowledge any positive or negative differences ― Both the staff advisor and the student organizer(s) must sign the gate receipt or bake sale forms in agreement of the accounting. The staff advisor and/or student are personally responsible for any negative difference between the tickets/receipts and the money collected ― Complete the deposit slip (see form attached) with appropriate account number and a description of event ― Turn the collected money and deposit slip into the cashier’s office immediately following the program or activity. If after-hours, divide profits from starter money. The starter money should remain in the cashbox. The profits should be placed in the night deposit bag (attached) with the completed and signed gate receipt form. Both the deposit bag and the cashbox should be held in a secure location with the staff advisor until the next business day when the cashbox can be returned and the deposit made. ― Wait for the cashier to give a cashier’s receipt ― Return the cash box and starter money to the business office ― Give a copy of the cashier’s receipt and the gate receipt or sale form to the Office of Student Success and Engagement ― Retain copies of the cashier’s receipt and the gate receipt or sale form for binder Collection of Money Packet Page 3 of 5 Collection of Money Packet Last Updated: 07/09 Account: ASCBC _____ _________ (Add name of organization, club, or service) Received For:______________________ ____________________________________ Date: Budget Code: 522-264-1__________ (Add the last 3 letters/#s of the budget code) Fee Code: AC Description Check# Cash Total 1 2 3 4 5 6 7 8 9 10 Total Deposit Collection of Money Packet Page 4 of 5 Collection of Money Packet Last Updated: 07/09 Gate Receipt Form Date: ___________________ Sponsor Name: __________________________ Event: ______________________ Location: ____________________________ Price of Admission: _________ Finish Ticket Number ________ Start Ticket Number ________ Number of Tickets Sold ___________ x $___________ = $ ___________ ___________________________ ___________________________ Club Advisor Signature/Date Student Rep Signature/Date Collection of Money Packet Page 5 of 5 Collection of Money Packet Last Updated: 07/09 Event/Date: ___________________ ASCBC General Sales Form (07/05) Item/Cost Tally of Items Sold Item Tally x Cost=$ ________: $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ __________: $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ _________: $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ _________: $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ Misc: $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ $____ ______x $____=$_______ Total sales intake * $_______ Total cash count $_______ Minus the starting cash (from cashier’s office) $_______ Total sales intake (*should equal total above) $_______ _____________________ ____________________ ___________________ Advisor signature/date Student signature/date Rep signature/date
