Introduction

The following Policy and Procedures are in place to ensure all people handling cash and/or

credit card transactions remain above reproach. These procedures are intended to promote

accountability and transparency so that this important responsibility is best practise at all

times

This policy applies to all paid staff and volunteers who have reason to handle cash and/or

credit card transactions.

Policy + Procedures

1. Cash:
   1. To be counted with 2 people present at all times:
      1. Not to be counted by Senior Ministers / book keeper
      2. Not to be 2 members of the same family
      3. Not to be counted in a public place – Never at sound desk, including during events.
         These criteria apply to all cash handling at all C3 Henley Beach Services including the contents of locked bags from other services (ie C3 UHP).
2. Counting:
   1. Blue bag contents:
      1. Blue lock bag with combination padlock
      2. Westpac Business Express Deposit Bags
      3. C3 Henley Beach Tithes + Offerings Count Record Tally Sheets
      4. Express Deposit Access Card (white card)
      5. Pen
   2. All monies received are to be reconciled on a C3 Henley Beach Tithes + Offerings Count Record Tally Sheet.
      1. Tally sheet to go inside blue lock bag not express deposit bag
   3. Cash is to be placed in an ‘Westpac business express deposit’ bank envelope/bag.
      1. Tally sheet kept seperate from the express deposit bag
   4. The deposit bag must be completed as follows
      Account Name: C3 Church Henley Beach
      BSB: 035055
      Account: 499152 (C3HB Trading Account) 499179 (C3 UHP Account)
      Person Preparing Deposit: (team member who completes tally sheet)
      Contact person: Nicholas LaGreca
      Contact Number: 0409174245
      Cash Summary: should reflect tally sheet exactly
   5. Express bag to be placed in blue lock bag along with tally sheet
   6. Express Deposit to be banked at Westpac the following day. This ensures high accountability with cash.
      1. Communicate by direct conversation with Senior Minister that the count is completed..
      2. When using express deposit card in blue bag
         1. Tear off clear tag and put in blue bag
      3. Insert express bag into deposit
      4. Leave Tally sheet in blue bag for processing by finance department. (Please use a new form per event or department)
      5. If the cash amount exceeds $5000 two team members must accompanyand be present when depositing express deposits
   7. When processing cash payments for registrations / book shop items, 2 peoplewill be present when opening any envelopes & initial to confirm amount therein.
   8. Each Event/Cash Tally Sheet is to be scanned (phone photo) and emailed to nick@c3henleybeach.church
      1. Include the name of the team member who deposited the express bag in the email
   9. If unable to deposit on Sunday by team. Include this in the email to SM. And put blue bag in the tech box 
      1. No monies are to be held at a private residence overnight
   10. Communicate by direct conversation with Senior Minister who is depositing.
   11. Under no circumstances is cash to left unattended in a motor vehicle. (including overnight)

3. Banking of Cash:

   1. Where possible cash that has been held will be banked the same day by team who counted at Westpac West Lakes branch.

   2. Bank supplied sealable express deposit cash banking bags are to be utilised onall occasions to transport cash.