P&R Policy Manual

POLICY MANUAL HANDLING OF FUNDS

PR-F12

Effective Date: 8/28/2008 Revision Date: 5/1/2024 Ver: 3

#Pages: 2

POLICY The Greensboro Parks and Recreation Department requires employees to maintain records of all monetary transactions according to the North Carolina Municipal Record Retention and Disposition Schedule. Employees are responsible for keeping records of funds collected relating to program registration, rentals, donations, and any fee associated with services provided by the department. Supervisors are required to serve as a check and balance for all funds collected in their area of responsibility. All monetary transactions are subject to audit at any time. Payment Acceptance The Department accepts cash, checks and credit cards as payment for programs and services. All fees are collected by staff on the City of Greensboro payroll or contracted employees to the City of Greensboro. Note: Volunteers may not accept money on behalf of the department. All persons paying for services provided by the Department shall be given documentation of payment, which may be used as proof of service. Once funds have been collected, preparations for deposit are to be completed by City staff. Credit Cards Credit card transactions must meet the requirements for PCI-compliance as established by the Payment Card Industry-Data Security Standards (PCI-DSS) requirements followed by the City to prevent the compromise of resident's credit card information. Credit card sales receipts may not reveal the complete credit card number and expiration date. Only the last four digits of the credit card number may

be shown. Credit card transactions will be processed via a contracted card processor. These transactions are to be receipted detailing the payment.

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