Convergence Events, Inc. Cash Handling Policy (Updated: April 10, 2016)

The following is the Convergence Events, Inc. policy for the handling of monies at all events, including, but not limited to the annual CONvergence convention, ConCom meetings, and any other sanctioned event.

Definitions:

  • For the purpose of this policy, “Money” shall refer to and include cash, checks, and/or credit transactions.
  • For the purposes of this policy, “The Department”, “Department”, “Department Representative” shall refer to the department interacting with the Finance Department.
  • For the purposes of this policy, “Finance Department”, “Finance Representative” shall refer to a Head or Sub-Head of the Finance Department, or the C.F.O. of Convergence Events, Inc.

  1. Who can handle money

    1. Money handling may be conducted by anyone authorized by a Department Head.
    2. A list of all authorized personnel is to be submitted to the Finance Department prior to the beginning of the event.

  2. Handling of Money

    1. Cash Box or Register
      1. Each Department will be provided with a lockable cash box and/or cash register(s).
      2. It is the responsibility of the Department Head or Co-Head to keep said cash box or register in a location not conducive to theft.  Note: The Finance Department Head or Convergence Events C.F.O. may, at his or her discretion, require different placement of the cash box or register if it is deemed too conducive to opportunistic theft.
    2. Handling of Money
      1. At no point shall personal funds be intermixed with Convergence Events funds. This includes, but is not limited to, seeding, making change, or breaking bills. Violation of this clause may, at the CFO’s discretion, result in loss of authorization to handle cash.
      2. All money must be placed into a cash box or register as soon as a transaction is complete and kept there until a money drop is needed.
      3. Money should be separated by denomination and format.
      4. In the case of tip jars, tips must be removed at reasonable intervals to limit the amount of money visible to the general public to reduce the chances of opportunistic theft.
      5. The counting or handling of money outside of a transaction shall be done as discretely as possible to limit the ability of the general public to see it to reduce the likelihood of opportunistic theft.
      6. Money may only be removed from the cash box or register by a Department Head, Co-Head, Sub-Head, or by a Finance Department Representative.  Money should only be removed as part of preparing for a cash drop.
        • EXCEPTION: in the case of removing money from a tip jar, the money must be placed in a money bag (provided by the Finance Department), and kept in a secure area until picked up by a Finance Department Representative.

  3. Interacting with Finance Representatives At the Convention

    1. All Departments will receive a copy of the Finance Department’s schedule and contact information and the Finance Department Head will review it with them prior to the first day of the convention.
    2. Any Department needs with regard to the Finance Department will be arranged via phone (call or text) directly with the Finance Representative on duty.
    3. A reasonable grace period should be allowed for replies from the Finance Representative before backup Representatives are contacted.
      1. In the case of scheduled pickups or drop-offs, the grace period should be five (5) minutes
      2. In the case of unscheduled contacts, the grace period should be at least fifteen (15) minutes.
      3. The Bridge, Wandering Hosts, or other methods of contacting the Finance Department should only be used if all other options have been exhausted.
    4. Finance related interactions shall only be conducted with an individual who possesses and is displaying a Finance Department ConCom badge.
    5. In the case that an area is restricted in some form (limited access, bags not allowed, etc.), it is the responsibility of the Department to inform any volunteers enforcing said restrictions of the exceptions allowed to Finance Representatives.  It is the responsibility of the Finance Representative to identify themselves and display his or her Finance ConCom badge.

  4. Opening Seeds, Cash Drops and Change Requests, Closing Pickup.

    1. Opening Seeds
      1. The amount and makeup of opening seeds shall be determined with the input of the Department Heads or Co-Heads.
      2. A Finance Representative shall arrive with an opening seed between thirty (30) and fifteen (15) minutes prior to the Department opening for business. This time can be adjusted as needs demand, with the agreement of both the Department Representative and the Finance Representative on duty.
      3. The seed shall be counted by both the Department Representative and the Finance Representative, and a receipt shall be signed by both representatives.
    2. Cash Drops and Change Requests
      1. If the Department requires an unscheduled cash drop or change request, a Department Representative shall contact the Finance Representative on duty and notify him or her of the need.
      2. The amount being dropped shall be counted by both the Department Representative and the Finance Representative, and the amount shall be documented and signed for by both representatives on the receipt.
      3. If at all possible, this transaction shall be done out of view of the general public.
    3. Closing Pickup
      1. A Finance Representative shall arrive between fifteen (15) and thirty (30) minutes after the Department has closed for the day. This time may be adjusted as needs demand, with the agreement of both the Department Representative and the Finance Representative on duty.
      2. The amount being picked up shall be counted by both the Department Representative and the Finance Representative, and the amount shall be documented and signed for by both representatives on the receipt.
      3. Under no circumstances shall a Department keep money behind after the closing pickup has been made.  This includes tips that have been removed from the tip jar.
        • EXCEPTION: With regards to tip jars, the Department Representative may choose to retain no more than five (5) dollars to carry over to the next day.

  5. Receipts

    1. All transactions between Department Representatives and Finance Representatives shall be accompanied by a receipt signed by both representatives upon completion of the transaction.
    2. The receipts shall indicate the department involved, the date, the amount of the transactions, and separate listings for cash deposits, check deposits, and quantity of credit transaction slips.
    3. Each receipt shall consist of two copies, one for the Department Representative, and one for the Finance Representative.  The Department copy shall be given to the Department Representative immediately upon completion of the transaction.
    4. Only a Head, Co-Head, or Sub-Head of the Department may conduct a transaction with a Finance Representative and sign a receipt.

  6. Cash Handling Outside Of The Convention

    1. Cash can be accepted throughout the year at approved events. Prior approval must be obtained by the CFO or the CFO’s representative.
    2. All cash handling policies above must be followed.