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-====== Counters ======
-====== Counters Procedure ======
-The following positions are involved in the counting process. Note that several people may work together to fill these positions.
-  * Counters coordinator
-  * Attributable Tithes and Offerings (“The Computer”)
-  * BBC deposits
-  * SCS deposits
-===== Counters coordinator =====
-The counters coordinator needs the following privileges in myBBC:
-  * People
-    * Limited Read
-    * Limited Write
-    * Create Profiles
-  * Financial
-    * Limited Financial
-==== Setting up counters ====
-=== Setting up the conference Table ===
-Unlock the external door in the bookstore so the counters can ingress from the east parking lot. The hex key (Allen wrench) is the one with the Velcro in the ceramic pot to the right of the register. Cover table with vinyl protector and lay out the equipment as illustrated in the following diagram. {{  :conferenceroomsetup.png  }}Make sure there are enough supplies for the count.
-  * Rubber bands
-  * Paper clips
-  * Deposit slips
-  * Deposit bags
-  * Coin envelopes
-  * Pencils
-  * Pens
-  * Calculator tape.
-  * Forms
-Deposit slips, Deposit bags, calculator tape and coin envelopes are in the storage room.
-Rubber bands, paper clips, pencils and pens are in the cabinets in the mail room.
-Forms can be copied from the masters in the filebox or printed from:
-The church secretary can assist with obtaining supplies.
-=== Retrieving the money ===
-The counting coordinator has possession of the following keys:
-  - Drop box (two keys on this key ring)
-  - Cash bag
-The church secretary has the other key needed to retrieve money from the dropbox. (#68, #69 or #99)
-When the counters arrive retrieve the money from the drop box. Make sure there are always two parties when handling uncounted unlocked money.
-The church secretary uses her key in the right lock and the counting coordinator uses hers in the left lock of the dropbox.
-Check both doors in the drop box. The secretary’s key works on both right locks, but you need each of the counting coordinator's keys to open each door. Sometimes envelopes or cash gets caught on ledges or doors. Be careful not to cut yourself with sharp edges when feeling for deposits.
-Take the bin from above the safe and place the contents of the drop box into the bin. Lock both doors of drop box.
-Take bin to conference room and place contents on south west corner of table.
-Once empty set the bin on the chair near door.
-=== Sorting the Money ===
-Replace The Courier log into the bottom of bin. Unlock and open money bags. Place leather strap around lock to prevent locking of bag while open. Do not dump bags until examining the contents.
-Use letter opener to open and examine the contents of envelopes or small clipped bundles of money and sort accordingly.
-Put empty envelopes just to the south of the file box. These are used as scratch paper by the counters.
-Sort the contents into 5 stacks or piles:
-== 1 Tithes and offerings ==
-This pile contains the contents of the cash bags labeled Sunday AM, Sunday PM, Sunday School, Deaf Love Offering, checks made out to the church, money in giving envelopes and loose cash. If there is a benevolence offering or a special designated offering, keep bag separate to be recorded as designated giving. It is usually a good idea to line the bag up next to the BBC deposits in order to not forget it. (stack 3)
-== 2 Food Service money ==
-Food service deposits are typically in gallon ziplock bags. Place those in front of SCS deposit counter.
-== 3 BBC deposits ==
-These are money where the deposit slip has BBC selected. Create a row of deposits to the west of the file box along the edge of the table.
-== 4 SCS deposits ==
-These are money where the deposit slip has SCS selected. Create a row of deposits to the south of the file box along the middle of the table.
-== 5 Notes for church office and other miscellaneous items. ==
-In the south west corner of the table (nearest the door) stack the notes and prayer request for the church office. These will go to the Church secretary if she is in. If she is out, place them in her mailbox so they can be looked at by the secretary or pastoral staff according to need.
-If there are locked open money bags the ushers need these bags unlocked. Use the cash bag key to unlock and place leather strap around lock to prevent locking of bag while open. Return these with the rest of the emptied bags to the cabinet in the usher’s room.
-Sealed security bags ready for deposit. These are rare, but if the dropbox has a sealed security bag with a deposit already prepared, they can be placed directly into the bin. On occasion the controller might have a deposit that needs to be picked up, but it has already been counted and prepared. The counting team does not process this deposit. It just gets logged in the Customer Consignment Log and picked up by the courier.
-==== Putting away counting room and deposits ====
-After counting, the equipment and supplies in the counting room can be put away and the bin with the paperwork and deposits is ready to be processed.
-Verify that each sealed deposit bag has a corresponding stack of paperwork. The top of each stack should contain a yellow deposit slip and the strip from the top of the corresponding bag. Verify the amounts match.
-Fill in the Customer Consignment Log columns 2 (date-use the date it was counted, typically a Monday); 3 (No of sealed packages-total for the group of packages); 5 (Sealed package said to contain); and 6 (bag number)
-Customer Consignment Log
-^Line  ^Date  ^No os sealed packages  ^Denomination  ^Sealed package said to contain  ^Bag number  ^Released by  ^Signature of custodian  ^Route #  ^Time  ^Date  |
-|   |   |   |   |   |   |   |   |   |   |   |
-Scan the three tally sheets. (BBC, SCS and Food Services). Email the scanned tally sheets to the controller.
-Place paperwork, including used giving envelopes in controller’s office.
-Open the safe and place the bin with the Customer Consignment Log and the sealed deposit bags into the safe. Lock the safe.
-==== Courier pickup ====
-The courier is scheduled to show up on Tuesdays between _ and _. If the counting schedule changes, make sure to call ___ and notify courier of change of schedule.
-When the courier arrives:
-Verify the identity of the courier
-Open the safe. Put the bin on the counter for the courier.
-Lock the safe.
-The courier will verify the information on the bags and sign the Customer consignment log.
-Place bin with Customer consignment log ON TOP of the safe (not inside)
-===== Tithes and Offerings =====
-Person recording tithes and offerings must have financial access in mybbc.
-$ bags are dumped
-Take out envelopes & loose checks (you may also get checks that were mailed…)
-Give checks not in envelopes immediately to the one posting.
-Go through envelopes
-Envelopes with a name or # on the envelope or a check inside a blank envelope is your job.
-If there is no identification (will be cash) give to the other counter
-Do envelopes with checks first.
-Fill in any info from checks on to the envelope when necessary. Verify that checks & envelope amounts are the same.
-Keep check & envelope together. Place check on top of the envelope.
-If an envelope has a check & cash, place it at the end of the check pile.
-Begin cash envelopes.
-Verify & write amount of cash on envelope. Write the word cash after the amount.
-Any special offering like benevolence, Christmas is handled like above but should be kept separate for ease of posting.
-When this is all done begin running a tape for the posted checks.
-Items to complete
-Fill out white worksheet (use pencil) Bethel Baptist Church form
-(pen) Fill out deposit slip booklet (3 sheets – white, pink, yellow BB Church booklet)
-(pen) Fill out plastic deposit bag
-Deposit bag
-Place white & pink deposit slip copies, check with the adding machine tape wrapped around them (B sure checks are endorsed using red stamper), cash and a manila envelope for coins if any in bag.
-Tear off the filled out top strip on the deposit bag.
-Clip it together with the yellow deposit slip copy and the white worksheet.
-Seal the deposit bag.
-Place bag, clipped paperwork and banded envelopes together and place in the designated box.
-===== BBC deposits =====
-===== SCS deposits =====
-==== Bethel Food Service Deposit ====
-Combine contents of Bethel Food service bags for counting. Use a Cash Count Sheet to record the Bethel Food Services Count.
-== Count Bills ==
-Unfold, Flatten and stack bills by denomination.
-Count value of each denomination group and post on Cash Count Sheet
-== Count Coins ==
-Sort coins by denomination Count value of each denomination group and post to Cash Count Sheet
-Place coins in manila coin envelope. Write content total on exterior of envelope.
-== Count Checks ==
-Make copy of checks.
-Use stamp to endorse back of checks.
-Use Adding Machine/Calculator to run a tape of checks.
-Wrap endorsed checks in tape of checks.
-Post total of checks on Cash Count Sheet
-Staple copy of checks and any backup information to back of Cash Count Sheet
-? Fill out a Bethel Food Services Tally Sheet. Verify Totals? <- Is this step necessary since there is only one line item on tally sheet?
-== Prepare deposit from Tally Sheet or from Cash Count Sheet. ==
-Fill out deposit slip triplicate (white-pink-yellow) Checks do not need to be listed individually if they are wrapped and listed in tape of checks.
-Fill out plastic deposit bag and deposit bag stub.
-Place white and pink deposit slips, checks with adding machine tape wrapped around them, manila coin envelope and Bills into deposit bag.
-Tear off the filled out top stub on the deposit bag.
-Seal the deposit bag
-Clip deposit bag stub, yellow deposit slip, Food Services Tally Sheet and Cash Count Sheet with attached check copies and supporting documents together.
-Place Bethel Food Services document stack and deposit bag into bin.
-==== Schaumburg Christian School Deposit ====
-Prepare one combined SCS deposit from the deposits in the SCS Deposit stack (4)
-The individual deposits will need to be itemized separately on the Tally Sheet.
-== Count Bills ==
-Unfold, Flatten and stack bills by denomination.
-Count value of each denomination group and post on Cash Count Sheet
-== Count Coins ==
-Sort coins by denomination
-Count value of each denomination group and post to Cash Count Sheet
-Place coins in manila coin envelope. Write content total on exterior of envelope.
-== Count Checks ==
-Make copy of checks.
-Use red stamp to endorse back of checks.
-Use Adding Machine/Calculator to run a tape of checks.
-Wrap endorsed checks in tape of checks.
-Post total of checks on Cash Count Sheet
-Staple copy of checks and any backup information to back of Cash Count Sheet
-? Fill out a Bethel Food Services Tally Sheet. Verify Totals? <- Is this step necessary since there is only one line item on tally sheet?
-== Prepare deposit from Tally Sheet or from Cash Count Sheet. ==
-Fill out deposit slip triplicate (white-pink-yellow) Checks do not need to be listed individually if they are wrapped and listed in tape of checks.
-Fill out plastic deposit bag and deposit bag stub.
-Place white and pink deposit slips, checks with adding machine tape wrapped around them, manila coin envelope and Bills into deposit bag.
-Tear off the filled out top stub on the deposit bag.
-Seal the deposit bag
-Clip deposit bag stub, yellow deposit slip, Food Services Tally Sheet and Cash Count Sheet with attached check copies and supporting documents together.
-Place Bethel Food Services document stack and deposit bag into bin.
-Food Receipts (One Deposit for Both)
-  - Food Service. Combine all bags together. Count currency and coin. If any checks total, stamp back for deposit and Xerox copies. Post a to cash count sheet listing the amounts. Set aside. Staple copied checks and any backup information slips to the detail sheet.
-  - Snack shop (SCS). Combine all bags together. Count currency and coin. If any checks follow instructions above, and post to cash count sheet listing the amounts. Staple copied checks and any back-up information slips to the detail sheets.
-Post the detail sheets to “Food Service Tally Sheet”
-Add both groups of money together. Recount all together to be sure it balances to the tally sheet.
-Prepare two deposit slips, one for currency and checks and one for coin. If there were checks, run a tape of their total and put around the checks before including in the deposit bag.
-Schaumburg Christian School
-  - Cash payments. (write up cash count sheet for each envelope received)
-      - Verify money and checks agrees with receipts on envelope.
-      - Post to cash count sheet. Attach any back up slips and copies of checks.
-      - After all envelopes verified and posted to detail sheets, post to Tally Sheet.
-      - Verify that all money and checks equals total of Tally sheet.
-      - Deposit as one complete transaction.
-Day camp follow same procedure as above.
-SCS miscellaneous such as athletic programs, field trips, market day, music books, year books, etc. follow same procedure as above. Deposit as one complete transaction.
-Information to be shown on deposit bag: Church Name, Account #, Total $’s
-Coins
-Bills
-Cash
-Checks
-Tally Sheet
-Cash Count Sheet
-Bethel Ministries Deposit Slip
-Deposit Bag Stub
-Cash Count Sheet
-Count Bills
-Unfold, Flatten and stack bills by denomination.
-Count value of each denomination group and post on Cash Count Sheet
-Count Coins
-Sort coins by denomination
-Count value of each denomination group and post to Cash Count Sheet
-Place coins in manila coin envelope. Write content total on exterior of envelope.
-Count Checks
-Use Adding Machine/Calculator to run a tape of checks.
-Make copy of checks.
-Use red stamp to endorse back of checks. (stamps are black, not red)
-Wrap endorsed checks in tape of checks.
-Post total of checks on Cash Count Sheet
-Staple copy of checks and any backup information to back of Cash Count Sheet
-Every Bethel deposit slip generates a Cash Count Sheet.
-These are combined on a Tally sheet.
-Each Tally sheet results in a deposit bag
-The attributable offering results in its own deposit bag, but no tally sheet.
-Printing calculator/adding machine/10 key…
-\\

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