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Hot Lunch Deposits

Summary:

Collect lunch sign-up forms and checks; verify the check amounts; total, photocopy and deposit the checks.  This position is very busy for about three weeks after the sign-up period begins for each new lunch session.  While this position is part of the hot lunch team, it is good for someone who prefers a well-defined task that they can perform on their own.  This person must be comfortable with handling and adding large sums of money.

Collecting and Verifying Forms:

  • Go to the Volunteer Office to collect forms and checks at least once a day from the day the sign-ups start to the last day they are due.
  • Check each form to make sure that the amount of payment matches the amount indicated on the form.  Make note on the form of any discrepancies.  Write the check number and amount on the form.  If the payment is cash, make note of the amount paid.
  • Pass the checked lunch forms along to lunch team member who coordinates the registration lists.  Make sure that person is aware of payment descrepancies so that they can notify the appropriate families of any balance due (or refunds owed).

Adding the checks

  • Use adding maching to total and run tapes of batches of checks as they are received.  Total the checks twice to run two tapes, one for the bank and one for the District Office.

Photocopying the checks

  • Make two sets of copies of all of the checks.  (Reduce them to include as many checks per page as possible.)  One of these sets is for the lunch team member who coordinates registration lists for verification purposes, and one set is for the District Office.

Documentation

  • Fill out Collection Verification Form for each batch of checks.  Obtain appropriate signatures, then make five copies of form to give to Neil Cummins secretary, PTA Treasurer, PTA President, Lunch Team Registration Coordinator and District Office.

Depositing Checks (checks must be deposited in batches as they are received)

  • Stamp backs of all checks and fill out deposit slip.
  • Deposit checks into Larkspur School District Cafeteria Account at Bank of the West in Larkspur.
  • Attach the following documentation and give to secretary at District Office:  check copies, collection verification form, adding machine tape and deposit receipt from bank.