Division of Finance
Nutrition Services
Financial Procedures
Handbook
Revised September 2015
Table of Contents
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Contact Information
Profit and Loss Statement
Accuracy and Accounting Issues
Deposit Requirements
Deposit Preparation
Deposit Supplies
Cash Handling
Change Fund
Change Orders
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Contact Information
 We’re here to help:
 Donna McClary / Nutrition Service
Accounting Trainer - Ext. 28555
 Louise Tipton / Accountant - Ext. 28925
 Theresa Larson / Accountant - Ext. 28927
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Profit and Loss Statement
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Nutrition Services is a self-supporting
operation.
It is important to review your profit and loss
statement monthly.
Share this statement with your employees.
Every manager is expected to break even –
at a minimum.
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Profit and Loss Statement cont…
• If your net income is negative, try to think of
changes that can be made to increase profits.
Two areas you have control of are:
• Labor
• Waste
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REVENUES: All revenue is
tracked in this section. “Sale of
Food” reflects daily deposits from
your POS.
EXPENSES: All your site
expenses are tracked in this section.
You have no control over the
salaries and benefits. However, you
do have control over certain
expenses reflected on this
statement. Wasted manpower
hours, supplies and food are areas
you may want to monitor closely.
GROSS PROFIT/LOSS:
This is a subtotal of your
schools revenue less
expenses.
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NET INCOME (or loss):
This is your bottom line. Review
these reports monthly to know
where your kitchen stands
financially. Remember, it would
not be unusual for this balance to
be negative in July and August
because your site is not
generating revenue during these
months; however, you are
generating expenses.
PRORATED REBATES:
You have no control over these
items. Your school will be
credited according to a
calculation based on district
revenues divided by your
school’s revenues.
PRORATED EXPENSES:
These are overhead expenses.
You have no control over these
items. They are expenses every
business must incur. Overhead
costs are costs not generated
directly by your site, but help
support your operation.
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Accuracy and Accounting Issues
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The Nutrition Services bank account is reconciled
to the penny by the Accounting Department.
Deposit corrections affect the site’s bottom line.
Differences will be charged to your profit and loss
statement (P&L).
Corrections will be tracked for evaluation purposes
by Nutrition Services.
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Deposit Requirements
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Each site must make daily deposits even if the
school does not receive a daily armored car
pick-up.
The total collected for the day should be listed
on the day end deposit slip and the deposit
ticket even if it does not match your point of
sale (POS) system.
Two people must each count the deposit
independently - both people must come to the
same total. If not, count the money again.
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Deposit Requirements cont…
 Prepare day end deposit slip.
 DO NOT pre-sign this form.
 Prepare deposit ticket.
 Each site should have a printing calculator.
 Do not split up the deposit into separate bags.
Only one deposit and one deposit ticket per bag.
 Do not use paper clips or staples in your deposit.
Rubber bands are okay.
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Deposit Preparation
 Count cash and coin.
 Separate bills and coin into groups by
denomination for easier counting.
 Run two calculator tapes to total amount of
currency for verification purposes.
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Deposit Preparation cont…
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Count checks.
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Run two calculator tapes to total the stack of
checks. Stamp both of the calculator tapes with
your endorsement stamp (bank copy and file copy).
Stamp the back of each check with your
endorsement stamp.
Stack the checks and secure the stack with a
rubber band.
Place one calculator tape on top of the stack of
checks under the rubber band (this is the bank’s
copy).
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Deposit Preparation cont…
 Prepare day end deposit slip.
– Requires two people count the money
independently.
– Must be signed by each person counting the
money.
– DO NOT pre-sign day end deposit slips. They
should be signed only after the money is counted
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Bills
Coin
Two counts – two
signatures
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Deposit Preparation cont…
 Prepare deposit ticket.
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Total coin
Total cash
Total currency (cash and coin)
Total checks amount
Deposit total (cash/coin/checks)
 Write the total of the deposit in BOTH total boxes.
 Run a calculator tape on the deposit ticket to verify
total.
 If a deposit ticket is spoiled or voided, mark it “void”
and send it to Alea at Nutrition Services.
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20.00
1.75
21.75
238.04
2
3
currency
coin
Total Cash
Total Checks
Total Deposit
259.79
1
259.79
1
2
3
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Deposit Preparation cont…
 Fill out a pre-numbered plastic deposit bag:
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–
–
Date
Name of school
Destination (US Bank)
Said to contain (total deposit amount)
Your initials
Keep tear-off receipt with deposit info
 Place entire deposit (all cash/coin/checks, stamped
check calculator tape and white deposit ticket) into
deposit bag and seal the bag.
 Take your deposits to the main office.
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This is a deposit bag
(may use any security seal bags)
Tear off label
(keep for your records)
Bag number
Destination: US Bank
Your initials
US Bank
Tollgate
Cafeteria
Name of school
Today’s date
08-13-07
KDS
$ 259.79
Amount of deposit
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Deposit Preparation cont…
 Fill out the armored car book in the main
office.
 Office staff should sign your day end
paperwork showing they are taking possession
of your deposit.
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Deposit Preparation cont…
 Watch to see deposit is locked in the safe.
 Send the following to Nutrition Services:
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White copy of day end deposit slip
Yellow copy of bank deposit ticket
One of the calculator tapes of the checks
The calculator tape of your deposit ticket
 Keep for your records:
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Yellow day end deposit slip (copy if not using two part form)
Pink copy of bank deposit ticket
The tear-off receipt from the plastic deposit bag
POS report
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Deposit Supplies
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Keep these items in stock at all times.
 Endorsement stamp for your school site.
 Ink for your endorsement stamp.
 Deposit bags (we have three kinds of bank bags:
small, large and large coin).
 Deposit books.
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These supplies are custom for your cafeteria. You
cannot “borrow” any supplies from the office or
other cafeterias.
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Deposit Supplies cont…
 Complete the online deposit supplies request
form located on the Accounting Department’s
Web site at:
http://www.apsnet/acctg/Forms/Deposit_Supplies_
Request_Form.htm
 This will generate an e-mail to Accounting and
your order will be processed.
 A thank you e-mail will be sent to you when you
place your order.
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Select Finance, Accounting
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Click on Deposit Supplies
Request Form
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Complete all fields
Select desired supplies.
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Cash Handling
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Locking safe
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Every site should have a safe that locks—keep it
locked.
Every safe should be bolted to the ground or
wall.
If you do not have a safe, contact Mona
Martinez-Brosh.
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Cash Handling cont…
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Follow proper cash handling procedures.
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Keep all money and change fund in the locked safe.
Give completed deposit to main office cash handler.
Fill out the armored car book.
Once the person in the office takes hold of the cash, they
are responsible for the safe keeping of the deposit.
Cash handler should sign day end paperwork stating they
have taken possession of deposit.
Watch to see that the deposit bag is locked in the office
safe.
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Cash Handling cont…
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Use your safe to secure your cash between
breakfast and lunch.
If there is no one in the office to give the
deposit to the armored car guard when they
arrive, the driver will not wait. They have a
limited amount of time to spend at each
site, therefore that deposit will have to wait
until the next scheduled pick-up.
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Cash Handling cont…
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Risk Management may not cover losses if
these cash handling procedures are not
followed.
General rule for the losses covered by Risk
Management--there must be signs of
forcible entry.
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Cash Handling cont…
 Counterfeit Bills
 Check all large or suspicious bills with a
counterfeit pen.
 Include all accepted currency in the bank
deposit.
 Allow the bank to make the decision—they
are the experts!
 No effect on your P&L—the district will
absorb the cost.
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Change Fund
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What is a change fund?
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A change fund is the amount of cash you keep to
make change for students.
Every cafeteria has an approved amount.
If you have questions about how much your site
should have, please contact Mona Martinez-Brosh.
Keep the same amount in your change fund at
ALL times—subject to review by the Internal
Audit Department.
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Change Fund cont…
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Increases or decreases in the amount of
your change fund need Mona MartinezBrosh’s approval.
Any modifications to your change funds will
be handled by the Accounting Department.
Cash to increase you change fund will be
sent to your site.
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Change Orders
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What is a change order?
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Change orders ARE NOT to replenish or increase your
change fund.
It is to make different denominations of change from
the money you already have.
For example, to request change for a $20.00 bill, you
could ask for a roll of quarters ($10) and two rolls of
dimes ($10).
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Change Orders cont…

Change must be ordered through the
Accounting Department with a change order
form. Do not take money to a local bank
branch for change. For safety reasons,
money is picked up and delivered by an
armored car.
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Change Orders cont…
 Two steps for a change order:
20.00
 First step - prepare a separate
deposit for each change order.
 The cash amount of the deposit
should be the amount of change
you need.
 Write “CHANGE ORDER” on deposit
ticket.
 Process the deposit as usual.
20.00
20.00
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Change Orders cont…

Second step – complete the online
change order request form located on
the Accounting Department’s Web site
at:
http://www.apsnet/acctg/Forms/Change_Order_
Request_Form.htm
 A thank you e-mail will be sent to you
when you place your order.
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Select Finance, Accounting
4343
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Click on Forms
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Click on Change Order
Request Form
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Complete all fields
Select type of change desired
from drop-down menus
Click request
change
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An e-mail will be sent to Accounting and your order will be
processed for delivery
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Change Orders cont…
• Change must be requested in these
denominations:
.50
PENNIES
$2
$5
$ 10
DIMES
QUARTERS
NICKELS
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Change Orders cont…
The APS armored car service will deliver your
change order within 2 or 3 business days on
your regular pick-up day.
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