Page 56 - Guilford County ROD Process Reengineering

Appendix D.3: Daily Reconciliation:

Daily Deposit Subprocess

The Assistant ROD and an additional assistant level staff perform a daily deposit process

to deposit all funds from the previous day. The deposit is performed at the workstation in the

supply room. The deposit slips, coin bags, rubber bands, deposit zipper bag used to transport

funds to finance are kept in the small file cabinet under the workstation. The keys used to open

the vitals bags are in the key cabinet on the wall beside the deposit workstation. Assistant level

staff have the code to the key cabinet. The cashiers’ bags are put in the safe which in the safe
DRAFT
room. Only Assistant level staff have the code to access he safe. Staff have been instructed to

block the view of the key code panel when entering the code.

The Assistant ROD runs and prints reports from the BIS Reports/Listing Menu to begin

the reconciliation process. The reports are used to check Greensboro totals, credit card totals,

check totals against actual cash, coins and checks collected and totals for both offices for

Lawson. Note these reports are ran for the previous day’s transactions as the daily deposit is

reconciling the previous day. Four (4) instances of the Daily Cash Receipts Report (DCRR) are

printed including 1 copy for the Greensboro site, 1 copy for the High Point site, and 2 copies for

all sites (C01). The Daily Voided Receipts Report is also printed to include all sites and users

(C02). Three (3) instances of the Daily Control Report are printed including 1 copy for the

Greensboro site, 1 copy for the High Point site, and 1 copy for all sites (C03). The Assistant

ROD also runs and prints a Deposit Report selecting the Greensboro site, date of work, and

posting date (C04). This report will give a list of all checks and a total of cash (currency and

coins added together). The Assistant ROD also pulls the credit card transactions for the day to be

reconciled. Two (2) copies of the NCVitals.com report for the previous day’s transactions is

printed: one for the Finance department and one for the deposit paperwork (C05).
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