Klamath County Treasurer's Office
Cash and Deposit Policy
Accountability: County cashiers and cash handlers are responsible for the transactions they perform. Departmental practices should enable a clear and concise audit trail for cash activities. Responsibility for cash should be clearly defined.
Security: Departmental policies should provide for the safety of cashiers and the security of the cash assets in hand. The public should feel that transactions are performed in an appropriate manner and ethnical environment.
County banking and merchant services contracts and relationships:
The Treasurer has sole authority to create depository accounts for Klamath County. Departments are not authorized to enter into depository agreements with any financial institution or credit union. Accounts which are opened without proper collateralization are not in compliance with ORS 295, and individuals may be held personally responsible for any losses incurred under that statue.
The Treasurer has signatory authority for all county accounts. Additional signers may be authorized, a list of which is available at the Treasurer’s office.
The Treasurer either performs or oversees all authorized bank account reconciliations. Any Department authorized to perform reconciliation functions must provide the Treasurer with copies of monthly statements and reconciliations.
The Treasurer negotiates county merchant service (visa etc.) contracts as a part of the banking RFP. Equipment will be provided by the Treasurer under a quarterly lease. The Treasurer will provide for maintenance of all equipment under that lease. Supplies are ordered by departmental users and are charged to those departments. Departments are not authorized to enter into individual merchant service agreements.
Any department intending to use the internet for merchant service or automated clearing house transactions must notify the Treasurer and receive pre-approval for any banking functions involved.
Policies and procedures governing the receipt & handling of county funds:
The Treasurer will make applicable training available to county departments in order to educate county cash handlers. Education is also available to committees or groups that may be involved in county activities. Attendance at the cash handling classes should be a priority for all county cashiers.
The following represent “best practices” for the cash receipting and deposit processes. These guidelines are intended to represent a typical level of controls. Departmental policies may differ, but should still achieve a comparable level of control.
Internal controls applicable to all county cash handling operations:
The Treasurer will provide internal control training to managers to help them understand and therefore better design and monitor their control systems.
The Treasurer may aide departments in assessing the quality if their internal controls through both formal and informal internal control evaluations.
Safety standards applicable to all county cash handling operations:
Departments should plan what to do in the event of an emergency, and that plan should be communicated to employees. Departments should plan for cashiering issues in the event of a disaster.
Departments should notify the Treasurer in the event of a loss, robbery or theft of county funds.
As of part of a fraud management program, the Treasurer may operate an independent, anonymous hotline to be used both internally and externally to report any suspicious or unusual activity regarding cash and cash handling.Currency Form (pdf)