Money Handling Procedure for long-term courses YTTC, BFT and TTTC

                                                               

Version 1.5, December 2018
Last modified: 26th August 2023

Author: Ishi

Audience: Welcome Center Staff, General Manager and school director

Abstract: This is a general procedure for money handling, its designed for YTTC, BFT and TTTC payments day but also includes a general guidance on how to handle cash.

Cashbox Limits: When any cashbox that has an amount exceeding 30.000 baht at any time this should be informed to the general manager or financial controller in order to move the cash to the cashbox at the office.

What do you need?

• A spredsheet with the outstanding balances and assigned accommodation for all upcoming students
• Envelops for placing the individual payments
• A receipt book with black copy paper (one copy for us, one copy for the customer).
• A printed copy of the Income-Outcome form to be used exclusively for registering these payments
• A fake notes pencil
• Blue color pens
• The exchange rate Euro and USD to Bath provided by the general manager (if GM no available you may use the available Google rate on that day)

Guidelines for money handeling

• Only one person per shift is responsible to handle money. If this person leaves the Welcome Center the responsibility must be handle to some other member of staff.
  
• The responsible person at the Welcome Center must handle the cash money to the General Manager before leaving the Welcome Center. General Manager must sign the number of envelops received.
  
• Every payment should be placed on a separate envelop. Envelop should have written on the front the name of the student, the amount paid, amount due (if any) and the name of the person that count the money
  
• Every cash payment should be registered in the recepts book as well written in the cash envelop and in the Income Outcome form.
  
• All foreigner money must be verified under a fake notes pencil before being accepted.

Changing money responsible

• On the event the responsible person to handle the money is leaving the Welcome Center (such as going for lunch) for person that stays should count the money and sign the paper sheet confirming the correct amount of money is present at the cashbox before the previous responsible leaves.
  
  

Money handelling procedure

• Step 1: Cash handler of that day will received every payment and issue a receipt for it to the student.
  • Procedure is: Count the money, check fake foreign money, place all money in an envelop, shield the envelop, write down on the envelop name of the student and amount, issue receipt for student (first copy for student, second copy for us), write down the income-outcome sheet the amount received.
    
    
• Step 2: General Manager will collect all envelops at the end of the day, signing for every envelop that is taking (this paper stays at the welcome center) and taking the receipts book with the copy of payment given to the student.
  
  
• Step 3: Ishi and General Manager will open de envelops after the induction course and verify all money is there.
  
  
• Step 4: Ishi will sign for all the money he is taking on a new TTC sheet and the general manager will supervise. This sheet will be later use to verify all payments. If Ishi is not present someone else should verify the money. All money in THB should be deposit in Bangkok Bank.