Handling Fines/Fees/Donations-Procedure

• 1. All transactions must occur at the main circulation desk, children’s room desk, or reference desk.
• 2. Both the main desk and the children’s room desk will start the day with $10 in a varied sum of money.
• 3. Payment of fines/fees over $5 should be in check or money order from whenever possible.
• 4. At the change of each shift, 1:00 p.m., and at the close of day-all money in the cash drawers’ ill be counted (minus the starting $10) and verified on a fine/fee form. This form will be initialed by the staff member leaving the shift and by a staff member coming on. The cash and checks and fine/fee form (and eventually the receipts generated by each transaction) will be deposited into the locked wooden box in the circulation office. Only the director, assistant director and circulation supervisor will have keys to this box.
• 5. The children’s room will follow the same procedure from 1 though 5 the children’s staff will initial their won slips and bring their deposit upstairs.
• 6. Reference transactions will be turned in at the end of each day using a brown cash envelope and fine/fee slip to tall the total. The Reference supervisor or assistant must initial this.
• 7. The following Monday, all money in the locked wooden box will be recounted, the deposit forms made out for the Treasurer’s office and the money converted into a money order. Deposits will be made no later than Tuesday noon. A copy of the Treasure’s receipt will be filed with the circulation records.
• 8. There will be $50 left in the circulation desk drawer in 5 and 1–dollar denominations for the purpose of making change. There will be $5 in lose change in the circulation drawer for the purpose of making change for the copy machines and microfilm machines.
• 9. Pretty cash will be generated from coinage collected in the Reference department. It shall not exceed $25 weekly. And purchases made from petty cash must have a receipt identifying the purchase and be initialed by the staff member making the purchase. The circulation supervisor or director must approve all purchases and will disperse the cash needed.
• 10. Donations must be made in check or money order form. All donations are given to the director to record, acknowledge, and deposit separate from eh fine money, with the Treasure’s office. A copy of the deposit form and signed receipt will be kept on file.

Susanne

February 28, 2000

Policy approved by Trustees 2/28.2000