PLEASE REVIEW THE CASH REPORTING POLICY INFORMATION BELOW
Cash reporting is to account for how cash is spent in the mission.
When a cardholder withdraws cash from an ATM, the transaction is recorded automatically in CARD. The cash withdrawals will temporarily appear in the wallet before being recorded as a cash withdrawal. Please do not add these to an expense report.
When cash is used for a purchase, it needs to be recorded in CARD by the financial secretary. This will need to be signed off by the mission president.
Step 1: The cardholder withdraws cash at an ATM machine.
Step 2: The cardholder makes a purchase.
Step 3: The cardholder gives the receipt to the financial secretary.
Step 4: The financial secretary creates a cash transaction in CARD.
Note: If you do not spend all of the cash that is withdrawn, please deposit the remaining funds and make a reimbursement in the CARD system.
COMPLIANCE POLICY
If you take cash off a card, the compliance policy requires:
1. The cash in pocket balance be zero at least once each year (zeroed out).
2. The cash in pocket balance be less than the monthly cash limit (overlimit).
3. A cash transaction must be made at least once every 30 days (timeliness).
NOTE:
On the 13th of each month, the cardholder and financial secretary will receive an email from Global Cards Services if the cash balance is non-compliant.
This email will notify you if a card is not compliant for any of the three reasons above.
Failure to follow these procedures will result in the cash limit on the card being suspended on the 20th of each month. Once the card is compliant, the cash limit will automatically be restored the following business day.
PLEASE SEE THE STEPS BELOW TO CREATE A CASH REPORTING TRANSACTION
The site can be found at: card.ChurchofJesusChrist.org
1. Use your Church account login name and password to login.
2. Click on the “Mission Office” tile.
3. Click on the “Review Card Transactions” tile.
4. Select the card you are accounting for by clicking the green circle with the arrow in the top left-hand corner of the screen. Then click on “Change Employee”.
5. Select “Monthly Expenses” for the business purpose. Enter a description to identify the expenses in the report you are creating.
6. Then Click “Add Expense Line”.
7. Change the “Date” to match the date on the receipt of the cash expense.
8. Select the appropriate “Expense Type” by clicking the magnifying glass, then “All Types”.
9. Add a description of the business purpose to identify the transaction.
10. Select “Cash Usage” for the “Payment”.
11. Enter the amount of cash spent in the same currency as the withdrawal and change the currency type to the same currency as the withdrawal.
12. Click on “Accounting” if you need to change the Department ID from the default or if you need to distribute the cash transaction to multiple accounts. (The default Department ID is shown as “Accounting String”.)
12A. Change the “Account” and “Dept ID” by typing in the value or clicking on the magnifying glass to locate it. To split the transaction, click on the plus symbol.
Note: The amount distributed needs to be entered in USD. The USD amount of the transaction is shown at the top for your reference.
13. Click “Done”.
14. Click “Review and Submit”.
15. Click “Submit” to send the expense to the mission president for approval.
Note: The amount of cash withdrawn that still needs to be reconciled will show on the following page as the “Outstanding Cash Advance” amount.
PLEASE FOLLOW THE STEPS BELOW TO VIEW ALL CURRENT CASH TRANSACTIONS AND THE CASH COMPLIANCE STATUS
1. Click on the “Cash Balance and History” tile.
2. Select the card you are accounting for by clicking the green circle with the arrow in the top left-hand corner of the screen. Then click on “Change Employee”.
3. This page will show if the card is compliant. If it is non-compliant, it will give the reason.
Note: This page will also explain what the “Approved Balance” and “Applied Balance” refer to.
- “Approved Balance” is the cash withdrawn less cash usage entries already approved by your supervisor.
- “Applied Balance” is the cash withdrawn less all cash usage entries both approved and unapproved.
4. Click on this line to see details of the transactions.
5. Details including the “Running Total” will be shown here.