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Safeguarding Documents and Mishandling Money
TO: All Permanent (Classified and Unclassified), Temporary, and Contract Employees assigned to the Clerk of Superior Court
FROM: Juanita Hicks, Clerk of Superior Court
DATE: January 17, 1996
SUBJECT: Policy on Safeguarding Documents and Mishandling Money
Revision to Clarification of Terms
As Clerk of Superior Court, I am charged with the responsibility of filing and safeguarding all documents received in our office. I and also responsible for collecting, safeguarding, and disbursing all fees and taxes due to Fulton County and other government agencies. When accepting the position you hold in the organization, you too, accepted these responsibilities.
Our office is the only place where residents of this county can go to receive the services that we provide. When the give us a document, they expect us to process the document, not lose it. When they pay for services, they expect us to disburse the money where it belongs, not mishandle it.
There have been incidents where money has been mishandled, misappropriated, or stolen and documents destroyed in an effort to cover up the deception. Not only are individuals taking funds from the taxpayers, they are taking from this office as well because fee not collected for services rendered is, in effect, providing free services. These incidents must cease immediately and future occurrences will not be tolerated. There are procedures in place to prevent these incidents, but too often these procedures have not been followed, Therefore, the only recourse available is to severely discipline employees when instructions/procedures are not followed and which cause a loss of documents and/or revenue for the county.
In the event a document is not lost, the employee last charged with the responsibility of handling the document must contact the person who submitted the document to explain what has happened to their document. Monies mishandled, misappropriated or not collected for services rendered will subject the employee responsible for the collections or safe keeping of those funds to the following disciplinary actions as set forth in Fulton County Personnel Regulation 1800-2 ART.11.B
Clarification of Terms
Mishandling of monies (cash, checks, legal currency) and/or documents include, but are not limited to the following:
1) Shortages or overages of the daily cash receipts and/or deposits.
2) Not collecting fees or documenting charges, which result in loss of revenue to Fulton County and/or other agencies.
3) Not moving the document(s) as prescribed in procedures, which result in delayed filing(s), delayed delivery of document(s) to customer(s) or loss of document(s).
Misappropriation of monies (cash, checks, legal currency) includes, but is not limited to the following:
1) When posting receipts and/or posting monies to the incorrect cost center, municipality, or agency.
2) When processing refunds, deducting monies from the incorrect cost center, municipality, or agency.
3) When processing payments, disbursing funds to the incorrect person, municipality, or agency.
Lost or misplaced documents will be handled as outlined below:
1) The employee must contact the customer and arrange to get a copy of the document.
2) The employee must follow the established procedure in concerning the error and the employee’s supervisor is obligated to substantiate the employee’s efforts either by observation or by written report.
3) The employee must correct the problem prior to being on suspension.
011196
(Policy-1.DIS)
Revised 3/15/99
Fulton County Personnel Regulation 1800-2ART.11B
First Offense 3 Days suspension
Second Offense 10 Days suspension
Third Offense Dismissal
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