BOP Program Statement 2013.03 § 5

An unannounced verification of the cashier s imprest funds must be performed once each quarter

by an employee other than a cashier. The principal and alternate cashiers’ funds must be verified

simultaneously or immediately following each other so the imprest funds cannot become mingled

between the cashiers.

Cash verifications may be performed by one individual. Two or more individuals may be used if

the situation requires additional staff to ensure that funds are not mingled between cashiers.

Meal tickets, postage stamps, and other accountable items are to be verified at the same time.

The Business Administrator s inventory of meal tickets and postage stamps must be verified

against the Stock Record cards (BP-A0109). Employees who have access to the Business

Administrator’s safe will not perform this verification. Stamp inventories held for sale to

inmates by Trust Fund staff must also be verified during the cash verification.

Stamp inventories held by Unit Management staff for distribution to indigent inmates must be

verified quarterly by the Business Administrator. The review of the Unit Management’s stamp

inventory may be performed independently of the unannounced cash verification.

When an unannounced cash verification is performed and funds are on deposit in a bank account

(as described in Section 3.g.), the amounts on deposit should not be handled as checks in transit,

but as cash on hand. Since the cash cannot be counted, the reviewer must obtain the balance on

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deposit either by calling the bank, accessing the account online, or reviewing a passbook. The

reviewer also reviews all of the monthly bank statements, or transactions listed in a savings

passbook, since the last unannounced cash verification. The reviewer must verify that the

deposits and withdrawals from the bank account correspond to the respective imprest fund

reimbursement checks. Additionally, the bank account accesses should be verified to determine

whether or not they are current and correspond with the cashier designations.

The Regional Comptroller must perform at least one unannounced cash verification each Fiscal

Year (FY) at each institution within his/her region. The Regional Comptroller may delegate this

responsibility to a member of his/her staff or to an OFM employee at an institution in close

proximity to the site being reviewed. The designated employee must have experience in

performing cash verifications. In no case will the reviewer performing the regional verification

work at the institution that is being reviewed. This verification may be accepted as one of the

required quarterly verifications performed by the institution. The regional verification will also

include a verification of the Business Administrator’s inventory of meal tickets and postage

stamps, as well as the Trust Fund staff’s stamp inventory.

A Verification of Cashier’s Cash (BP-A0102) will be used for all cash verifications. The

verifications consist of counting the cash and verifying the following:

■ Receipts – The amount of cash and negotiable instruments coming into the hands of the

cashiers since the last verification.

■ Deposits – The deposits of cash and negotiable instruments.

■ Negotiable Instruments Log – All negotiable instruments received through the mail must be

receipted in by the cashier and deposited.

■ Funds on Hand – The balances of cash and negotiable instruments on hand at the time of the

verification.

■ Drafts – The draft stock on hand at the time of the verification.

■ Stamps – The stamp inventory for the Business Administrator and Trust Fund staff.

■ Miscellaneous – All other miscellaneous items including meal tickets, GTR’s, credit cards,

etc.

All completed unannounced cash verifications must be submitted to the Regional Comptroller

within 10 days after completion. The verifications will be staggered to allow for the element of

surprise.