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Home My WebLink AboutCOM 0696.001 2008-2010 Sok - S DONNA WHITAKER f yE Executive Director grrimnriz: HAWAII ISLAND Phone (808) 329-8002 HUMANE Fax (808) 329 -7375 /� � �"� U� • u W.: E -mail. exec.dir@hlhs org seeiE l Y sC eiE ' 74 -5225 Queen Kaahumanu Hwy. Kailua -Kona, HI 96740 Front Desk Cash Handling Procedure • Manager or Lead Animal Control Officer takes $100.00 bank out of safe and confirms the amount. • Transactions at the front desk are usually the following : - o Donations o Adoptions o Boarding and Impounds o Product Sales o Dog License Renewals • Regardless of type of transaction, the money handling is conducted in precisely the . same manner. • . o Customer is found or added to database. o Transaction is conducted in database. o Receipt is printed and one copy given to customer. One copy is retained for inclusion with the daily report. o Transaction is done in cash register. The Lead Dispatch on duty is the person'that is responsible for the cash register key for the day. • o Transactions are continued over the course of the day. o At the end of the day, the End of Day closing procedure is done. • The cash register is "x'd" out. • The daily report is printed from the database. • Checks and cash are compared against the cash register totals and the daily report. • The credit card machine is batched out, and credit card totals are compared against the cash register totals and the daily report. • When all is in balance, the cash register is 'Yd" out, all cash, checks, credit cards and reports are given to the Lead ACO who puts it in the safe. • The cash is counted and confirmed to be $100.00. This is also given to the ACO to put in the safe. • The following morning, the Manager confirms the accuracy of the reports and the monies collected. The deposit is put together. • The deposit is delivered to the bank by the Manager or Lead ACO. • All reports, validated deposit slip, cash register tape, and copies of receipts are delivered to the Bookkeeping Department. Comm. No. (096- 1 Ref. To: 121 Ref. Dote FFR 1 7 2010 74 -5225 Queen Kaahumanu Hwy • Kailua -Kona, HI 96740 • Telephone (808)329 -1175 • Fax (808)329 -4618 Kea'au (808) 966 -5458 • Kamuela (808) 885 -4558 HUMANE SO@IETY Donation (by mail) Procedures • Mail is collected daily and logged into the mail log by the Executive Director. • Mail is then forwarded by the Executive Director to the appropriate departments. • Check or credit card donations are put into the Accounting Assistant in -box. • These donations are taken by the Accounting Assistant. • These donations are then entered into the database. o Customer is found or added to database. o Transaction is conducted in database. • o Receipt is printed and one copy retained to send to customer. One copy is retained for inclusion with the deposit. • A Thank You letter is then generated to be sent to the customer. • A copy of the Thank You letter, anything from the customer noting restrictions, and a copy of the payment are then kept in the Thank You file for the appropriate year. This file is maintained in chronological order. • A copy of the receipt is then including with deposit. • , The Accounting Assistant then prepares deposit slip, which is taken to the bank by the Bookkeeper or Accounting Assistant. • Copies of receipts, checks or credit cards, validated deposit slip, and all other back -ups are stapled together. • The Accounting Assistant then enters this information into QuickBooks. • The completed deposit information is then filed with the daily transaction sheets. This file is also maintained in chronological order. .. , .) 74 -5225 Queen Kaahumanu Hwy • Kailua -Kona, HI 96740 • Telephone (808)329 -1175 • Fax (808)329 -4618 Kaa'au (808) 966 -5458 • Kamuela (808) 885 -4558 i urrnorimm HUMANE SOCIETY Hawaii Island Humane Society - Contributions to the Community Beginning in 2008, Hawaii Island Humane Society started two Spay /Neuter Programs that help us fulfill our Mission Statement of ending pet overpopulation. These programs also have the possibility of directly reducing the numbers of animals we see in the shelters. These programs are as follows: • Mama Dog /Mama Cat Program — When a litter of puppies or kittens is turned into the shelter, an offer of a free spay is made. o This eliminates the possibility of additional litters for that dog or cat. o This also serves as an educational opportunity and can potentially start that family getting their other pets spayed and neutered. • Feral Cat Clinics —One day per month the Kona and Keaau Shelters have a feral cat clinic. o Typically, between 50 and 60 feral cats are spayed and neutered under this program per month. o Each cat is tested for Feline Leukemia and Feline Immunodeficiency Virus. Any cat found positive for these diseases are immediately humanely euthanized. This screening process ensures a healthier feral cat population, and reduces the risk of owned cats being infected with these communicable diseases. • The Hawaii Island Humane Society mission statement specifically names eliminating pet overpopulation as one of our goals and spaying and neutering is the way to achieve this goal. • • 74 -5225 Queen Kaahumanu Hwy • Kailua -Kona, HI 96740 • Telephone (808)329 -1175 • Fax (808)329 -4618 Keaau (808) 966-5458 • Kamuela (808) 885 -4558 ittic nun= HUMANE SOelETY Spay /Neuter Coupon Sale Procedures • It is a requirement of our Animal Control Contract that we administer a spay /neuter program for dogs and cats. • The sale of Spay /Neuter Coupons and Low Income Spay /Neuter Coupons are a major component of that program. • As a program objective, our goal is to issue over 1500 coupons annually. • Please find the following enclosures: o 1) Application For Low - Income Spay /Neuter Program o 2) Eligibility Requirements for Low - Income Spay /Neuter Program o 3) Example of Low - Income Spay /Neuter Coupon o 4) Example of Spay /Neuter Coupon o 5) Request for Spay /Neuter Reimbursement o 6) S/N CAP (Community Assistance Program) Worksheet • The procedure is the same regardless of the type of coupon that is purchased. o Customers arrive at the shelter with a request to purchase a spay /neuter coupon. o An application (1) is filled out if they would like to purchase a Low - Income Coupon. The appropriate proof of need is shown, identification is checked and the staff member can approve or reject application. Requirements (2) for this program are straightforward, so approval can be given on the spot. o The coupon is that sold to the customer, following standard procedures listed in the Front Desk Cash Handling Procedures. o The numbered coupons are then printed and given to the customer. Low - Income Coupons (3) are printed on yellow paper, and regular Spay /Neuter Coupons (4) are printed on green paper. 6 The coupons are then taken by the customer to their regular Veterinarian at the time of surgery for their pets. o The Veterinary clinic will accumulate the coupons that they have taken in over the course of the month, and fill out the Request for Spay /Neuter Reimbursement Form (5). o This is then mailed, by the Veterinary clinic to the Hawaii Island Humane Society Administration office, typically in the first week of the following month. o Upon receipt, the Accounting Assistant will fill out a S/N Cap Worksheet for each clinic. This will then be given to the Accountant for verification of accuracy and payment. 74 -5225 Queen Kaahumanu Hwy • Kailua -Kona, HI 96740 • Telephone (808)329 -1175 • Fax (808)329 -4618 Kea'au (808) 966 -5458 • Kamuela (808) 885 -4558