S1 266TH FINANCE COMMAND

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INTRODUCTION

• CASH OPERATIONS ARE A HIGHLY VISIBLE AND
  CRITICAL MISSION FAMILIARITY WITH HANDLING CASH
  SAVES TIME, FRUSTRATION, AND LOSSES OF FUNDS AS
  WELL AS CONTRIBUTES TO THE OVERALL SUCCESS OF OUR
  FINANCE MISSION WHETHER IN A GARRISON OR
  DEPLOYED ENVIRONMENT

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INTENT OF COURSE

• TO TRAIN AND SUSTAIN THE DISBURSING SKILLS OF OUR
  OFFICERS, NON-COMMISSIONED OFFICERS AND SOLDIERS.
  
• TO FAMILIARIZE THEM WITH THE MOST COMMON
  DISBURSING TRANSACTIONS THAT THEY WILL ENCOUNTER
  AS A CASHIER, CASH CONTROL OFFICER, OR DISBURSING
  OFFICER AND HOW TO PROPERLY PREPARE ALL THE
  REQUIRED DISBURSING FORMS.
• TO INCREASE THEIR ABILITY AND CONFIDENCE IN
  PERFORMING THE MOST COMMON MANUAL DISBURSING
  TASKS.

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OUTLINE

• DISBURSING OFFICE DUTIES / PERSONNEL
• SAFEGUARDING FUNDS
• AVOID LOSSES SAFEGUARD FUNDS
• DD FORM 2664-Currency Exchange Record
• CHECK CASHING
• FOREIGN CURRENCY CONVERSIONS
• CASUAL PAYMENTS

- NEW VOLUME 5 FORM
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OUTLINE

• CONTRACT PAYMENTS
• CASH COLLECTIONS
• DD FORM 2665-Daily Agent Accountability Summary
• DD FORM 1081- Statement of Agents Account
• GAINS LOSSES BY EXCHANGE
• DD FORM 2657- Daily Statement of Accountability
• SIMULATED DISBURSING OPERATIONS

- NEW VOLUME 5 FORM
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DISBURSING OFFICE DUTIES

• CHECK CASHING
• FOREIGN CURRENCY CONVERSIONS
• CASUAL PAYMENTS
• CASH COLLECTIONS
• CONTRACT PAYMENTS
• PAYING AGENTS
• SOLATIUM PAYMENTS

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DISBURSING OFFICER

• MAINTAINS THE ENTIRE ACCOUNT FOR THE BATTALION
• ACTS AS THE BANK FOR THE FORWARD SUPPORT TEAMS
  (FSTs)
• RECEIVES AND VERIFIES DAILY BUSINESS FROM THE
  FSTs
• USUALLY THE ONLY ISSUER OF TREASURY CHECKS FOR
  THE BATTALION
• COORDINATES TO RESUPPLY MONEY FROM CENTRAL
  FUNDING OR BANK

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CASH CONTROL OFFICER

• MAINTAINS VAULT AND ENTRUSTED FUNDS / CASH
  DOCUMENTS
• ADVANCES / RETURNS FUNDS TO CASHIERS THROUGHOUT
  THE DAY
• RESPONSIBLE FOR ENSURING CASHIERS BALANCE DAILY
  BUSINESS EVERY DAY
• SIGNS CCVs AND DISBURSEMENT VOUCHERS
• USUALLY OVERALL RESPONSIBLE FOR THE FST AND ITS
  OPERATIONS

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CASHIER

• NORMALLY EVERY SOLDIER IN A FINANCE UNIT (EXCEPT
  LOW DENSITY MOS PERSONNEL)
• RESPONSIBLE FOR FUNDS ENTRUSTED ON A DAILY BASIS
  FROM THE CCO
• THE FRONT LINE OF THE OFFICE
• CHECK CASHING, FC CONVERSIONS, COLLECTIONS,
  DISBURSEMENTS
• EACH HAS SEPARATE, SECURE AREA
• MUST BALANCE DAILY
• ADVANCE / RETURN FUNDS AS NECESSARY FROM THE CCO

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FROM THE COMPTROLLER GENERAL

• HEAVY WORKLOAD, SHORTAGE OF PERSONNEL, GOOD WORK
  RECORD, LACK OF EXPERIENCE, AND FINANCIAL
  HARDSHIP CANNOT BE CONSIDERED IN DETERMINING
  RELIEF FROM LIABILITY
• 2 SEP 97

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SAFEGUARDING FUNDS

• ALLOW ONLY AUTHORIZED PERSONNEL IN YOUR CASH CAGE
• SECURE CAGE WHEN NOT PRESENT
• KEEP FUNDS OUT OF REACH OF CUSTOMERS
• PROCESS ONE TRANSACTION AT A TIME
• TRANSPORT FUNDS ONLY IF PROPER SECURITY IS
  AVAILABLE

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AVOIDING LOSSES

• PROPERLY FILL OUT CASHIER ADVANCE / RETURN SHEETS
• RETAIN A COPY, SIGN AND DATE FOR PROOF OF
  TRANSACTION
• VERIFY FUNDS IN PRESENCE OF CCO
• HAVE CUSTOMER RECEIVING FUNDS VERIFY AMOUNT IN
  FRONT OF YOU
• REPORT SHORTAGE / OVERAGE IMMEDIATELY

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AVOIDING LOSSES

• DO NOT MIX CURRENCIES OR DENOMINATIONS
• DO NOT ACCEPT FUNDS FROM OTHER CASHIERS
• BUNDLE DENOMINATIONS IN PACKS
• BALANCE CASHIERS BOX AND DD FORM 2665 DAILY
• PROCESS ONLY ONE CUSTOMER AT A TIME

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AVOIDING LOSSES

• HANDLE ALL TRANSACTIONS SEPARATELY - NEVER
  COMBINE TRANSACTIONS
• COUNT FUNDS TWICE TO YOURSELF, ONE TIME TO
  CUSTOMER, THEN HAVE CUSTOMER COUNT IN FRONT OF
  YOU - COUNT TOTAL 4X
• TAKE YOUR TIME - YOU ARE IN CHARGE OF THE
  TRANSACTION - NOT THE CUSTOMER

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AVOIDING LOSSES

• DISTRACTING CUSTOMER BEHAVIOR
• ASKING NON-RELATED FINANCE QUESTIONS / PAY
  INQUIRIES
• GIVES DIFFERENT AMOUNT OF MONEY THAN REQUIRED
• CHANGE THEIR MIND ABOUT TRANSACTION, AMOUNT OR
  CURRENCY
• FRIENDLY CHIT-CHAT

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AVOIDING LOSSES

• CONCENTRATE ON THE JOB - NOT THE CONVERSATION
• DO NOT CO-MINGLE FUNDS
• ENSURE YOU RECEIVE SIGNATURES ON ALL PAYMENT
  VOUCHERS
• ENSURE THAT NUMERICAL AMOUNT ON CHECK IS THE SAME
  AS THE WRITTEN AMOUNT
• DO NOT PROCESS ALTERED VOUCHERS

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DD FORM 2664CURRENCY EXCHANGE RECORD

• CASHIERS RECORD OF EACH CURRENCY EXCHANGE
  TRANSACTION
• TRACKS CASH AND NEGOTIABLE INSTRUMENTS RECEIVED
  AND DISBURSED DURING THE DAY
• AMOUNT RECEIVED MUST EQUAL AMOUNT DISBURSED

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EXAMPLE DD FORM 2664CURRENCY EXCHANGE RECORD
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DD FORM 2664 NOTES

• DATE
• RATE OF EXCHANGE
• DISBURSING OFFICE DESIGNATION
• CASHIER IDENTIFIER
• FROM COLUMN - NEG INST, US, FC
• TO COLUMN - NEG INST, US, FC
• SIGNATURE, SSN, ORGANIZATION OF PURCHASER
• TOTALS

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CHECK CASHING

• INSTRUMENTS AUTHORIZED
• TREASURY CHECKS
• US POSTAL MONEY ORDERS
• TRAVELERS CHECKS
• BANK MONEY ORDERS
• CASHIERS CHECKS
• PERSONAL CHECKS

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CHECK CASHING

• ELIGIBLE INDIVIDUALS
• MEMBERS OF US ARMED FORCES THEIR DEPENDENTS
• CIVILIAN EMPLOYEES OF US GVT
• CONTRACTORS WITH LETTER OF AGREEMENT
• OTHERS (IAW DODFMR VOLUME 5)
• INTERNAL CONTROLS
• CHECK CASHING AMOUNTS ESTABLISHED BY LOCAL
  COMMANDER OFFICER
• PAY IN 5.00 INCREMENTS
• VERIFY THE BAD CHECK LIST
• DFAS 706 FORMS (DEPENDENTS)
• GREATER THAN 60 DAYS TO ETS

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CHECK CASHING

• VERIFY IDENTITY AND CHECK INFO MATCHES CUSTOMER
  ID CARD
• NAME, SSN, ETS, SIGNATURE
• ENSURE WRITTEN AMOUNT EQUALS NUMERICAL AMOUNT
• INITIAL THE CHECK
• NO TWO-PARTY CHECKS
• NO POST-DATED CHECKS

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CHECK CASHING

• ENSURE THAT THE CHECK HAS THE FOLLOWING
  INFORMATION
• - NAME AND RANK - SSN
• - UNIT -
  TELEPHONE NUMBER
• - ADDRESS - ETS
• STAMP CONSENT AGREEMENT ON CHECK AND GET CUSTOMER
  INITIALS
• - GET THE CHECK BACK FROM CUSTOMER

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CHECK CASHING

• STAMP PAY TO FAO, DSSN IN THE PAY TO THE
  ORDER SECTION OF THE CHECK
• STAMP THE ENDORSEMENT ON THE BACK OF THE CHECK
• ANNOTATE TRANSACTION ON DD 2664
• GET CUSTOMER SIGNATURE ON DD 2664
• GET THE PHONE NUMBER IN CASE YOU DONT BALANCE
• WHEN IN DOUBT, ASK THE CCO

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FOREIGN CURRENCY CONVERSIONS

• VERIFY AMOUNT OF FUNDS/CHECK RECEIVED FOR
  PURCHASE OF FOREIGN CURRENCY
• KNOW THE EXCHANGE RATE OF EACH FOREIGN CURRENCY -
  SOME CASHIERS WILL HAVE MORE THAN ONE CURRENCY
• USE YOUR CONVERSION SHEET TO VERIFY AMOUNT
  PAYABLE IN FC
• KEEP DENOMINATIONS AND CURRENCIES SEGREGATED

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FOREIGN CURRENCYCONVERSIONS

• ANNOTATE TRANSACTIONS ON DD FORM 2664 - BE SURE
  TO WRITE ON THE CORRECT DD FORM 2664 SHEET
• GET CUSTOMER SIGNATURE
• COUNT THE FC 3 TIMES
• HAVE CUSTOMER VERIFY BEFORE LEAVING THE WINDOW
  (4X COUNTING)
• NO RECONVERSIONS UNLESS LEAVING THEATER

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CASUAL PAYMENTS

• RECEIVE/VERIFY ID CARD WITH VOUCHER NAME AND SSN
• HAVE PAYEE SIGN VOUCHER IN YOUR PRESENCE
• VERIFY VOUCHER SIGNATURE WITH THAT ON ID CARD
• INITIAL THE VOUCHER AND COPIES
• GIVE PAYEE A COPY OF THE VOUCHER- NOT THE ORIGINAL

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CASUAL PAYMENTS

• COUNT MONEY 3 TIMES
• ASK PAYEE TO VERIFY THE RECEIVED AMOUNT BEFORE
  LEAVING THE WINDOW
• 100 LIMIT PER MONTH, WHEN DEPLOYED

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CONTRACT PAYMENTS(DEPLOYED ENVIRONMENT)

• PREFERRED PAYMENT VOUCHER - SF 1034 (6 copies)
• FORWARDED BY JCO TO BN
• BN REP CERTIFIES THE PAYMENT (MUST VERIFY
  SIGNATURE SPECIMEN)
• PAID IN ANY CURRENCY
• JCO COORDINATES WITH VENDORS FOR PAYMENT

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EXAMPLESF 1034Public Voucher For Purchases and
Services
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CONTRACT PAYMENTS(DEPLOYED ENVIRONMENT)

• CASHIER WILL ENTER THE EXCHANGE RATE AND COMPUTE
  USD EQUIVALENT
• PAYEE IDENTIFIED BY INTERPRETER (HIRED BY JCO)
  WILL SIGN FOR PAYMENT
• ENSURE VOUCHER, INVOICE, RECEIVING REPORT AND
  CONTRACT ARE PRESENT

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COLLECTIONSCash Collection Voucher (CCV)

• VERIFY THE DOCUMENT FOR REQUIRED SIGNATURES,
  ACCOUNTING CLASSIFICATION, DATE AND CORRECT
  NUMBER OF COPIES (6)
• VERIFY AMOUNT RECEIVED VERSUS AMOUNT ON VOUCHER
• DATE CCV AND REQUEST A CCV NUMBER FROM THE CCO
• CIRCLE AMOUNT IN THE TOTAL BLOCK AND INITIAL IT

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COLLECTIONSCash Collection Voucher (CCV)

• GET SIGNATURE FROM CCO
• GIVE 1 COPY TO CCO, 1 TO CUSTOMER, 1 FOR CCV BOX,
  AND PROCESS THE OTHER 3 IN YOUR BUSINESS

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DD FORM 2665Daily Agent Accountability Summary

• OFFICIAL DAILY STATEMENT OF ACCOUNTABILITY FOR
  CASHIERs, DISBURSING AGENTs, AND CCOs
• SUMMARIZES ALL TRANSACTION FOR A BUSINESS DAY
• 4 SECTIONS
• SUMMARY OF DAILY ACCOUNTABILITY TRANSACTIONS
• DISTRIBUTION OF AGENT ACCOUNTABILITY
• LOCATION OF CASH/NEGOTIABLE INSTRUMENTS
• MEMORANDUM AGENT ACCOUNTABILITY
• DD FORM 2665 WORKSHEET (CASHIER W/O VAULT
  LEDGERS)
• MUST BALANCE ACROSS AND DOWN

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EXAMPLEDD FORM 2665Daily Agent Accountability
Summary
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EXAMPLE DD FORM 2665Daily Agent Accountability
Summary DD FORM 2665 WORKSHEET (CASHIER W/O
VAULT LEDGERS)
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DD FORM 1081Statement of Agent Officer Account

• THE FORM THAT HOLDS YOU LEGALLY ACCOUNTABLE FOR
  YOUR ENTRUSTED FUNDS
• STATEMENT OF ALL TRANSACTIONS THAT INCREASE /
  DECREASE YOUR ACCOUNTABILITY WITH THE DO
• YOU SIGN IT, YOU OWN IT

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EXAMPLEDD FORM 1081Statement of Agent Officer
Account
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DD FORM 1081Statement of Agent Officer Account

• SECTIONS
• DISBURSING OFFICERS NAME
• AGENT OFFICERS NAME AND INFORMATION
• TRANSACTIONS AFFECTING AGENT OFFICERS ACCOUNT
• STATEMENTS BY DO AND AGENT OFFICER

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DD FORM 1081Statement of Agent Officer Account

• YOUR PROOF OF WHAT YOU SIGNED FOR FROM OR
  RETURNED TO THE DO
• THE COVER FORM FOR YOUR DAILY BUSINESS
• SUMMARY TOTALS OF EVERYTHING THAT AFFECTED YOUR
  ACCOUNTABILITY THAT BUSINESS DAY

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DD FORM 1081Statement of Agent Officer Account

• TIPS
• ALL AMOUNTS STATED IN DOLLARS
• COLUMNS (b AND c) INCREASE ACCOUNTABILITY,
  COLUMNS (d e) DECREASE ACCOUNTABILITY
• ENSURE THAT BOTH THE DO AND THE AGENT SIGN THE DD
  FORM 1081 - THIS IS YOUR RECEIPT AND DEFENSE

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GAINS LOSSES BY EXCHANGE (GBX/LBX)

• COMPUTING GBX/LBX
• USE BEGINNING BALANCE OF FOREIGN CURRENCY
• DIVIDE BY EXCHANGE RATE FOR PRESENT DAY
• DIVIDE BY EXCHANGE RATE FOR BUSINESS DAY PRIOR
• SUBRACT YESTERDAYS DOLLAR AMOUNT FROM TODAYS
  IF NEGATIVE, THEN LBX, IF POSITIVE, THEN GBX

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GBX / LBX

• HINT
• IF THE CONVERSION RATE GOES UP, YOU HAVE A LOSS
  BY EXCHANGE
• IF CONVERSION RATE GOES DOWN, YOU HAVE A GAIN BY
  EXCHANGE
• E.G. YESTERDAYS RATE WAS 1FC 1.75 AND TODAYS
  RATE IS 1FC 1.70, THEN YOU WILL HAVE A GBX

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GBX / LBX

• EXAMPLE
• YESTERDAYS ENDING BALANCE / TODAYS BEGINNING
  BALANCE OF DM WAS/IS DM 5000
• YESTERDAYS RATE WAS 1.75 DM/DOLLAR
• TODAYS RATE IS 1.70 DM/DOLLAR
• TODAY DM5,000/1.70 2,941.18
• YESTERDAY DM5,000/1.75 2,857.14
• GAIN BY EXCHANGE 84.04

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DD FORM 2657Daily Statement of Accountability

• USED BY THE DISBURSING OFFICER (DO) TO SUMMARIZE
  THE DAILY CHANGES IN THE ACCOUNTABILITY FOR THE
  ACCOUNT HOLDER
• DD FORM 2657 CAPTURES ALL DISBURSEMENT AND
  COLLECTIONS MADE DURING THE BUSINESS DAY BY THE
  DO AND ALL DEPUTIES, AGENTS AND CASHIERS
• 4 SECTIONS
• TRANSACTIONS AFFECTING ACCOUNTABILITY
• DISTRIBUTION OF ACCOUNTABILITY - INCUMBENT DO
• DISTRIBUTION OF ACCOUNTABILITY - PREDECESSOR - DO
• DISTRIBUTION OF CASH ON HAND

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EXAMPLEDD FORM 2657Daily Statement of
Accountability
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DD FORM 2657Daily Statement of Accountability

• IMPORTANT NOTES ABOUT DD FORM 2657
• MUST BE BALANCED DAILY
• ALL AMOUNTS STATED IN DOLLARS
• A SEPARATE DD FORM 2657 MUST BE PREPARED FOR EACH
  BUSINESS DAY TRANSACTED
• DETAILED BACK-UP TO THE DD FORM 2657 ARE FOUND IN
  SUCH ITEMS AS DD FORM 2665, DEPOSIT TICKETS,
  DEBIT VOUCHERS AND CHECK REGISTER

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SIMULATEDDISBURSING OPERATIONS
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SIMULATED DISBURSING OPERATIONS

• CHECK CASHING
• FOREIGN CURRENCY CONVERSIONS
• CASUAL PAYMENTS
• CONTRACT PAYMENTS
• CASH COLLECTIONS
• RECONVERSIONS

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SIMULATED DISBURSING OPERATIONS

• CASHIER TO DISBURSING OFFICER LEVEL
• SINGLE / MULTIPLE DAY EXERCISE

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DISBURSING OFFICE SETUP
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TYPICAL BUSINESS DAY

• CASHIERS RECEIVE CASH BOXES COUNT FUNDS
  REMAINING IN POSSESSION FROM PREVIOUS DAY (
  
• CASHIERS RECEIVE ADVANCES FOR FUNDS NECESSARY TO
  OPERATE THROUGHOUT THE DAY
• CASHIER VERIFIES AMOUNTS RECEIVED AND SIGNS THE
  ADVANCE SHEET FROM THE CCO
• CASHIERS ENSURE THAT THEY HAVE ALL FORMS
  NECESSARY FOR THE DAY DD FORM 2664 (CURRENCY
  EXCHANGE REPORT), DD FORM 2665 (DAILY AGENT
  ACCOUNTABILITY SUMMARY), BAD CHECK LIST, AND FC
  CONV CHART.
• CONDUCT CASHIER OPERATIONS DURING ESTABLISHED
  CUSTOMER SERVICE HOURS.
• AT COB, CASHIER COUNTS FUNDS REMAINING, TOTALS
  ALL EXCHANGE TRANSACTIONS, COLLECTIONS,
  DISBURSEMENTS FOR THE DAY, AND BALANCES THE DD
  FORM 2665.

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TYPICAL BUSINESS DAY

• CCO WILL THEN VERIFY THAT CASH AMOUNTS, CHECKS
  AND VOUCHERS ON HAND ARE CORRECT AND THAT THE
  CASHIER IS BALANCED
• CCO SIGNS FOR ANY EXCESS MONEY FROM THE CASHIER
  (ANYTHING OVER 10,000)
• CASHIER SECURES FUNDS IN SAFE FOR NEXT BUSINESS
  DAY
• CCO BALANCES ALL CASHIERS DAILY
• CCO WILL PHYSICALLY VERIFY CASH AMOUNTS IN THE
  VAULT
• CCO BALANCES BUSINESS TOTAL AND UPDATES RECORDS
• CCO WILL PREPARE DAILY BUSINESS FOR TRANSMITTAL
  TO THE DO AND PREPARES DEPOSITS AND DEPOSIT SLIP.
• DO COMPLETES DD FORM 2657 AND SF 1219 (IF
  MULTIPLE BUSINESS DAYS).