Recording Cashier's Checks (BF-22, Rev. 1)DEPARTMENT:
SUBJECT:
REVISION:
APPROVED BY:
PURPOSE
CITY OF DELRAY BEACH
ADMINISTRATIVE POLICIES AND PROCEDURES
Finance POLICY NUMBER:BF-22
Recording Cashier's Checks SUPERSEDES:BF-22,Rev.0
EFFECTIVE DATE:/o//(
errence R.Moore,ICMA-CM,City Manager
The purpose of this directive is to establish a procedure to record and prepare Cashier's Check Requests
for payment.
POLICY
BF-22.1.Objective;
The main objective is to create a history file for cashier's checks on the GMBA application that will enable
the City of Delray Beach to print 1099 forms for these checks.
BF-22.2 Policy,
All City of Delray Beach cashier's checks issued by the Finance Department will be recorded as manual
checks by Accounts Payable.The following procedure will be adhered to when requesting a cashier's check
for payment and recording it.
A.A Request for Check form shall be completed when requesting a cashier's check from the Finance
Department."Cashier's Check"will be typed in bold lettering across the center of the Request for
Check form.
B.The Request for Check will be submitted to the Treasurer in the Finance Department.The Treasurer's
responsibility is to review the request for pertinent back up material,authorized signatures,and to
have the bank issue a cashier's check once approved.
C.The Request for Check package including a copy of the cashier's check is forwarded to Accounts
Payable by the Treasurer for final processing.
D.Accounts Payable shall enter the cashier's check into the Main Menu application as a manual check
by selecting the following menu and options:
1.Select 2-Budgeting and Accounting
2.Select 2-Transaction Entry Menu
3.Select 1 -Group Maintenance
4.Press F6 to ADD
Recording Cashier's Checks
BF-22
Page 2 of 2
5.Enter Group -Type AP
6.Type information from the Request for Check.
7.Type Bank Code 10
8.Type the entire check number in the first description line from the cashier's check
9.Type a description in the second description line
10.Hit Enter
11.Type the check date from the cashier's check copy
12.Type the first 7-digits on the cashier's check number from the cashier's check copy
13.Edit and Update the accounts payable batch.
E.Accounts Payable shall give the cashier's check to the Accountant to clear the check from the GMBA
application.
F.The cashier's check and the backup material will be filed in the accounts payable alphabetical files.