NOTE: When the order is ready for pickup, the BFA Coordinator will send a notification via e-mail. The Office Messenger will deliver the locked cash bag to BFA where the food certificates/gift cards will be counted with the Coordinator. The Office Messenger brings locked cash bag back to the office. The locked cash bag is opened by the Processor and his/her immediate supervisor/manager, will count the food certificates/gift cards and verify the numbers on the DCFS 89-5. The Custodian receives the food certificates/gift event tickets from the Processor or his/her supervisor. The Custodian secures them in a safe or locked cabinet until issued. WHEN: COMPLETING THE MONTHLY RECONCILIATION REPORT: Processor’s Responsibilities Complete and sign the DCFS 46, Food Certificates/Gift Card/Event Tickets Monthly Reconciliation Report, by using the data from the DCFS 45(s). Attach DCFS 45(s) to the DCFS 46. NOTE: Physical inventory of the food certificates/gift cards must be completed by two RA Designees prior to completing DCFS 46. Submit the completed DCFS 46 and DCFS 45(s) to his/her supervisor/manager for review. The supervisor/manager will forward the DCFS 46 and DCFS 45(s) to the RA/Division Chief for final approval and signature. Make copies of the signed DCFS 46 and the DCFS 45s; one set for the RA’s/Division Chief’s files and one set for the office’s designated file. Insert any loose coins in an envelope and seal it. Complete a DCFS 55-1, Cash Deposit Form, keeping a copy for the office’s file. Insert the envelope, DCFS 55-1 and the original DCFS 46 and DCFS 45s in the locked cash bag. Address a mail receipt to: DCFS - Bureau of Finance & Administration Fiscal Division- Deposit Unit 425 Shafto Place, Room 200 Los Angeles, CA 90020 Deliver the locked cash bag to the Fiscal Division- Deposit Unit. The receiving will sign the DCFS 55-1 and provide a copy for the office files.
NOTE: When the order is ready for pickup, the BFA Coordinator will send a notification via e-mail. The Office Messenger will deliver the locked cash bag to BFA where the food certificates/gift cards will be counted with the Coordinator. The Office Messenger brings locked cash bag back to the office. The locked cash bag is opened by the Processor and his/her immediate supervisor/manager, will count the food certificates/gift cards and verify the numbers on the DCFS 89-5. The Custodian receives the food certificates/gift event tickets from the Processor or his/her supervisor. The Custodian secures them in a safe or locked cabinet until issued. WHEN: COMPLETING THE MONTHLY RECONCILIATION REPORT: Processor’s Responsibilities Complete and sign the DCFS 46, Food Certificates/Gift Card/Event Tickets Monthly Reconciliation Report, by using the data from the DCFS 45(s). Attach DCFS 45(s) to the DCFS 46. NOTE: Physical inventory of the food certificates/gift cards must be completed by two RA Designees prior to completing DCFS 46. Submit the completed DCFS 46 and DCFS 45(s) to his/her supervisor/manager for review. The supervisor/manager will forward the DCFS 46 and DCFS 45(s) to the RA/Division Chief for final approval and signature. Make copies of the signed DCFS 46 and the DCFS 45s; one set for the RA’s/Division Chief’s files and one set for the office’s designated file. Insert any loose coins in an envelope and seal it. Complete a DCFS 55-1, Cash Deposit Form, keeping a copy for the office’s file. Insert the envelope, DCFS 55-1 and the original DCFS 46 and DCFS 45s in the locked cash bag. Address a mail receipt to: DCFS - Bureau of Finance & Administration Fiscal Division- Deposit Unit 425 Shafto Place, Room 200 Los Angeles, CA 90020 Deliver the locked cash bag to the Fiscal Division- Deposit Unit. The receiving will sign the DCFS 55-1 and provide a copy for the office files.
002712_C300-203_Food_Certificates-Gift_Cards-Event_Tickets_032817_final.docx