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Applicable To: Property Control Unit Personnel |
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Approval Authority: Major Debra A. Williams |
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Signature: Signed by DAW |
Date Signed: 5/13/11 |
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The intent of this command memorandum is to establish guidelines for receiving money and valuables into the Property Control Unit as well as storage, deposit and release of same.
The Property Control Unit will receive and securely store all money and valuable items, including but not limited to, jewelry, debit/credit cards, checks and counterfeit money, whether or not it is classified as Property or Evidence.
3.1 The Corporate Services Section Commander will monitor the implementation of this directive.
3.2 The Property Control Unit employee is responsible for securely storing all money/valuables received into Property by dropping items into the secure Money Locker after required processing is complete.
3.3 The Property Control Unit supervisor with access to the Money Locker will remove all money/valuables from the Money Locker daily and transport to the Money Vault.
3.4 The Money Vault Custodian will, on a daily basis, log all items received into the Money Vault under their respective locations.
4.1 The Property Control Unit commander will monitor all supervisors with access to the Money Locker and the Money Vault Custodian for compliance to this Command Memorandum.
4.1.1 Monthly Audit
1. Each month an audit will be performed on items received into the Money Vault. The audit will include items that are property and/or evidence, length of time in the money vault, and when the items are to be seized or destroyed..
2. The audit will also contain the amount of money in the cash register, the register balance, the amount of money taken in that month and the amount of money released during the month.
3. The audit will be tailored to meet the specific needs of the PCU Commander for any particular month.
4.2 Intake Procedures
4.2.1 Reverse ATM Machine
1. When an officer brings money or valuables into the PCU he or she will determine if the amount is $10,000.00 or less. If so, then the officer will feed each bill into the Reverse ATM machine, record the transaction on the front of the PCU money envelope, including denominations, change and any monies that would not go into the machine.
2. If the money is greater than $10,000.00 a PCU supervisor will be called for counting and verification.
3. If the Reverse ATM Machine is inoperable or has jammed, then the officer will give the money to the PMT to be counted, if the money is $500.00 or less.
4. If the money is in excess of $500.00 then the PMT will turn the money over to the on-duty supervisor. The supervisor will count and verify the money and return it to the officer to seal and turn in.
5. As soon as the money is counted, verified and sealed the PMT will take the envelope (whether money or receipt) scan it into FileOnQ under “Received At Intake Desk” record the item in the hand written ledger, then rescan the envelope into FileOnQ under “Money Locker” and deposit the envelope into the Money Locker.
4.2.2 Receiving Valuables
1. The PMT working the Receiving Area will confirm the item by visual verification upon receiving the envelope from the officer/ investigator at the Intake Window.
2. The officer will seal the envelope and pass it to the PMT who will scan it into FileOnQ as “Received at Intake Desk”, then log it into the hand written ledger and finally rescan it under “Money Locker”.
3. The envelope will be dropped into the Money Locker.
4.3 Money Vault
Cash Property/Evidence
1. All cash, whether listed as property or evidence will be logged into FileOnQ by the Money Vault Custodian under the “Money Count Bin” and placed in the actual bin, in sequential order by bar code and separated categorically as Property or Evidence.
Valuable Property/Evidence
1. Valuable property will be logged into FileOnQ under its respective location for either property or evidence and filed in the appropriate bin in sequential bar code order.
4.3.1 Returning Money to Customers
On the days between money counts when customers return to get their property, supervisors with access to the Money Vault will be contacted by a PMT to retrieve the property from the vault.
1. The supervisor will locate the envelope in the Money Count Bin and check to see if the money is in the envelope.
a. If the money is still in the envelope, then the supervisor will pull the envelope and return it to the PMT.
b. If the money has been deposited into the ATM or the City account, then the supervisor will
(1.) Write a check for anything over $25.00. The check contains, in addition to the payee, the bar code. The check stub will contain the PMT’s name requesting the money return, the complaint number, the bar code number and the identifying information of the person picking up the money. The supervisor will write the check number on the front of the envelope and place the envelope in the “Checks Written/Cash Given” box.
(2.) If the amount is under $25.00, the supervisor will check the envelope for cash and if no cash is in the envelope, the supervisor will open the cash register, remove the cash, place it in the provided envelope, seal it and initial it.
(3.) The supervisor will record the cash register transaction in the provided log. This log contains the date, the amount, the name of the person receiving the money, the complaint number and the supervisor’s initials.
4.3.2 Money Count
Once a week representatives from the Fiscal Unit will join the Money Vault Custodian for a Money Count. The money is counted and prepared for deposit by placing it in the provided security bags.
4.3.3 Money Storage
Money will not be stored in the Money Vault unless it is awaiting a money count, is counterfeit, or is too bloody or soiled to process.
4.4 Disposal
Every 90 days property will be prepared for Disposal by submitting a court order for all - property that has been in the Money Vault in excess of 90 days. Once the court order is returned from Fulton County Superior Court, the listed property will be pulled and divided into their respective disposal bins. Debit/credit cards, checks, money orders are shredded and jewelry/collectable coin items are forwarded to an auction service for sale.
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