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Only authorized staff, that are familiar with the Collections Policies and Procedures should handle the collection of any monies.  The Program Director and the person delegated responsibility as Collections Administrator (in the Event Set Up document) are ultimately responsible for ensuring these policies and procedures are followed.

All money collected onsite

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should be documented on the Ledger Sheet. 

• When sending in a group of checks after a collection, the checks must be accompanied by the ledger sheet. The total on the ledger MUST equal the total amount of checks/money orders sent in and must be filled out completely.   If this is not the case it will be sent back to the summer program.
• Any special instructions for a check or money order need to be attached to that check or money order.  For example, if a church sends a check for multiple participants be sure that attached to the check is a list of the participants and the amount to credit each participant.
• Please send another separate ledger sheet for any checks and income earned for something other than the payments towards each participant fees. (ex. Donations to the summer program that are not payments for participant’s fees (ex. Kroger), income from renting out program housing, etc.)
• All checks received onsite should be mailed to the GCM office promptly, within 3 business days of receiving them.  This will help to avoid problems of checks being returned to GCM marked non sufficient funds.
• Receipts will be automatically sent out from the GCM office to the participant once payment has been put in to the system.  However, you may want to provide an immediate receipt at the time you receive a check from a participant.  The receipt should include:

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