Chair Notes for Money Handling:
Events and Check Requests for
Start-up Cash, Reimbursements or Vendor Payments
Last revised 4.24.11
SBEA Treasurer:
Phone:
Email:
EVENTS
1. Try to let the Treasurer know about your event a month in advance.
2. Two weeks before the event, submit a request for start-up cash using the “Reimbursement
Voucher”.
a. Start-up cash is the amount of money needed to start with in order to be able to make
change during your event.
b. One form can be used for the total start-up cash amount for an event, but remember to
consider how much start-up cash you would like with each cash box/cash bag.
c. A check will be written out to the person making the request and that person is
responsible for cashing the check and getting the correct denominations.
i. For example, fill out a “Reimbursement Voucher” for $100 for start-up cash, to
be used for two cash boxes. A check for $100 is issued and you cash the check
into the following denominations: 50 $1 bills, 6 $5 bills and 2 rolls of quarters,
each roll is $10. Each cash box will have: 25 $1 bills, 1 roll of quarters ($10) and
3 $5 bills = $50 each box.
d. This form is usually located in the green folder by the cash boxes in the SBEA corner of
the Silver Beach Office, on the wall near the SBEA corner, or you can download it off the
web site: http://silverbeach.bellinghamschools.org/sbea-parent-association
3. Identify how many cash boxes/cash bags that will be needed for the event, and make
arrangements with the Treasurer to pick up the cash boxes/cash bags.
a. Usually they are kept in the SBEA corner in the Silver Beach Office; however, if other
events are happening, they may be kept at a different location.
4. Also pick up the green folder that holds the event forms, which is usually kept with the cash
boxes/cash bags in the SBEA corner of the Silver Beach Office.
a. Verify with the Treasurer that the green folder is available for use; otherwise, be sure
that you have the correct forms and enough copies for your event.
5. If checks are expected, make arrangements with the Treasurer to get a bank stamp.
a. Each check needs to be stamped on the back with the appropriate SBEA account
information prior to depositing (or make arrangements for the Treasurer to do it).
b. Volunteers handling money should review each check received to be sure
i. Checks are made out to “SBEA” (Silver Beach Education Association) unless
determined otherwise
ii. Checks have current date, dollar amount (if the numeric dollar amount and
written form do not match, the bank will go by the written form), and signature
6. Before the event, be sure to arrange with the Treasurer how to pick up the money from the
event for deposit. Typically the Treasurer will be making the deposits from any events;
however, other arrangements can be made.
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7. At the start of an event, fill out the “Cash Box Starting Inventory” form for each cash box/cash
bag.
a. This form identifies how much money is in each cash box/cash bag at the start of the
event.
b. Keep the form with the cash box/cash bag. This form will be turned into the Treasurer
when the event is over and the money is counted.
8. At the end of an event, fill out the “Money Receipt/Deposit Sheet” and “Check Detail Sheet”
(if you are receiving checks). Review “Money Receipt/Deposit Procedures” prior to filling out
the “Money Receipt/Deposit Sheet”.
a. Always have two people (other than the Treasurer) count the money. Always have two
people print their names and phone numbers on the “Money Receipt/Deposit Sheet”
to verify that they have counted the money.
i. If there is any problem with the count, we need to know who counted the
money.
b. Before counting the money, remember to pull out the “Cash Box Starting Inventory”
form that was filled out at the start of the event.
i. This form shows how much money was put in the cash box/cash bag prior to the
event starting and this money is not considered “Event Revenue”. Therefore, be
sure to take out cash equal to the starting cash and set aside.
ii. For example, if the cash box started with $25 dollars at the start of the event, at
the end of the night, before counting the total revenue from the event, remove
$25 and set aside.
iii. The start-up cash should NOT be counted as part of the “Event Revenue”; keep
it separate but still turn it in to the Treasurer with the “Cash Box Starting
Inventory” form.
iv. This money does not need to be in the same denomination as what you started
with. For example, if you started with 25 $1 bills, you do not need to set aside
25 $1 bills….it can be any denomination.
9. Give all original forms, including the “Cash Box Starting Inventory” form, the “Money
Receipt/Deposit Sheet” and “Check Detail Sheet”, as well as cash and checks, and cash that
was used for start-up (that should be separate from the money from the event) to the
Treasurer.
a. Be sure the appropriate forms are filled out completely with signatures and phone
numbers.
b. Cash boxes/cash bags and the green folder can also be returned to the Treasurer.
CHECK REQUESTS: Start-up cash, reimbursements or vendor payments
1. For all start-up cash requests, reimbursement requests or vendor payment requests, please fill
out the “Reimbursement Voucher”.
a. If it is a vendor payment, please include an invoice.
b. If it is a reimbursement request, please include a receipt.
c. This form is usually located in the green folder by the cash boxes, on the wall near the
SBEA corner, or you can download it off the web site:
http://silverbeach.bellinghamschools.org/sbea-parent-association
2. Please allow two weeks for reimbursement.
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*Copies of all forms mentioned are in the “Chair Welcome Packet”.
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