Advertising Cash Handling Policy for Departments

1. Purpose

This Cash Handling Policy outlines the procedures and responsibilities for handling cash related to advertising activities within [Your Company Name]. Adherence to this policy is crucial to maintain transparency, accountability, and the highest ethical standards in financial transactions.

2. Scope

This policy applies to all departments involved in advertising activities that entail the receipt or disbursement of cash. It encompasses the handling of cash payments from clients, cash transactions for promotional events, and cash collections from advertising campaigns.

3. Policy

3.1. Cash Receipts

All cash received must be accompanied by proper documentation, such as invoices, receipts, or cash register tapes. The documentation should specify the purpose of the payment and the client's details.
Cash receipts should be deposited into the designated company bank account promptly, ideally on the same business day.
Handling cash should involve multiple individuals to prevent any single person from having complete control over the entire cash handling process. Roles such as cash receipt, documentation verification, and deposit should be segregated.

3.2. Cash Disbursements

Any cash disbursements for advertising-related expenses must be approved by the authorized personnel and in accordance with the company's procurement procedures.
For all cash disbursements, appropriate supporting documentation, such as invoices and receipts, must be maintained and submitted for record-keeping.

3.3. Petty Cash

Departments may maintain a petty cash fund for minor advertising-related expenses. Petty cash disbursements should adhere to the company's petty cash policy.
Petty cash funds should be replenished promptly after disbursements, and appropriate documentation must be provided for each transaction.

3.4. Cash Handling Controls

Cash should be counted and verified by at least two individuals when received, and the count should be documented.
Cash must be stored securely in locked cash drawers, safes, or designated cash-handling areas to prevent unauthorized access.
Accurate records of all cash transactions, including receipts, disbursements, and reconciliations, should be maintained and made available for auditing purposes.

3.5. Reporting and Reconciliation

Departments involved in advertising cash handling should perform monthly reconciliations to ensure that cash receipts and disbursements are accurately recorded.
Any discrepancies or irregularities should be reported immediately to the head of the department and investigated promptly.

4. Compliance

Non-compliance with this Cash Handling Policy may result in disciplinary action, including but not limited to warnings, suspension, or termination, depending on the severity of the breach.

5. Review and Revision

This policy will be reviewed periodically to ensure its effectiveness and relevance. Any proposed revisions or updates should be directed to the Head Administrator.

6. Contact

If you have questions or suggestions about this policy, please contact [Your Company Name] at:

Email: [Your Company Email]

Phone number: [Your Company Number]