COINS

 

The Sheriff’s Office has established procedures for handling cash to prevent loss and limit liability exposure.    Each step of these procedures provides a layer of protection for the user as an individual, as well as to coworkers and the agency.

 

IMPOUNDING OFFICER PROCEDURES

  1. Sort all the coins by denomination.

  2. Counting or weighing the coins in the presence of a fellow employee is required.  Coins may be inventoried by weight only with supervisor’s approval.   If a second person is not available to observe the count or weight, notify a supervisor immediately for instruction.  

  3. Place the funds into a currency envelope if manageable, or in the smallest durable container.  The original container may be used if it can adequately secure the coins to prevent loss.

  4. Seal the packaging with evidence tape. 

  5. Date and initial over the seal.

  6. The impounding officer and the count verifier must initial the container over the seal..

  7. Complete the property-evidence report.

  8. If requesting forfeiture, mark an ‘F’ in the ‘Item Code’ of the property-evidence report.  Contact the WIN forfeiture clerk immediately.  Paperwork must be completed within 24 hours in order to preserve civil forfeiture rights.

  9. Place the item into an evidence locker.  Note the location on the property-evidence report.  If a large amount of money is seized, consult with your supervisor to determine whether it is appropriate to call out an evidence officer to place items in the safe.

  10. Place the yellow and green property-evidence report in the property-evidence basket in the Evidence Processing Room.

 

EVIDENCE OFFICER PROCEDURES

STORAGE

  1. Ensure proper packaging and that money has been verified by a second counter (or by weight if approved).  Refer to the example board in the evidence processing areas.

  2. Place one barcode on the container and the corresponding barcode on the property receipt.

  3. All monies will be stored in the safe, unless the evidence officer determines the size is so large that it must be stored in the secure room.

  4. All coins with an estimated value under $25 will be stored in the small denominations section of the secure room.   This process may be different only with supervisor approval.

  5. Using the barcode reader, scan the location of the shelf, and then scan the barcode affixed to the item.

  6. Place item in numerical order by case number.

 

DISPOSAL

Upon authorization or disposition of the case:

  1. Once currency is identified as appropriate for disposal, an effort is made to identify the owner.  

  2. If the owner is identified, send the 30-day notice of time to claim the property letter.  If the currency has an estimated value greater than $100, send the letter by certified mail.  If the owner cannot be identified or contacted, skip to step 4 below.

  3. If the owner who was notified by letter does not claim the coins within the time period provided, skip to step 4 below.

  4. Unclaimed coin collections or coins identified by an investigator as collectible will be disposed of pursuant to Sheriff’s Office auction procedures. 

  5. Coins not identified by an investigator as valuable may be deposited into the County’s General  Fund.   If appropriate for deposit, scan the barcode on the container into the location called the “GF box”. 

  6. On the back of the property receipt, note that the coins have been placed in the GF box (small safe) pending the next quarterly bank deposit. 

  7. Place the sealed container in the GF box. 

  8. At least quarterly or more often with the approval of the Investigations Division Commander, evidence officers will count all funds that are in the GF box awaiting deposit to the General Fund account.  Funds will be counted with at least two persons present, including one person who works outside of the Investigations Division as appointed by the Professional Standards Unit.

  9. If there is no discrepancy, then the evidence officer should deliver the currency to the Business Administration Section.  Before leaving the evidence officer should personally observe an additional count of the funds by the person preparing the bank deposit.

  10. If there is a discrepancy between the currency amount on the envelope and the re-count, go to the Dealing With Discrepancies In Counting Currency section below.

 

DEALING WITH DISCREPANCIES IN COUNTING CURRENCY

Any time there is a discrepancy in currency counts, the evidence officer shall immediately notify the evidence room supervisor for further instruction.

 

 

Revised 11/05/03