Library Collections

The best method for collecting money for lost library books and fines is to have the student pay the secretary/cashier directly.  The secretary/cashier will prepare and issue a MUNIS receipt to the student or parent.  The student’s name and title of the book must be recorded on the receipt.  A copy of the receipt should be provided to the librarian showing payment has been received.

If funds for lost library books and fines are collected by the librarian, he/she must have a signed “Teachers/Sponsors Cash Handling Responsibilities” form on file with the secretary/cashier.  The librarian must use one of the following methods to collect and turn in money for lost library books and fines:

Library Receipting System

• Collect the money from the student/parent and verify the amount.

• Prepare and print 3 copies of the receipt from the library system (one for librarian’s records, one for the student/parent and one for the secretary’s/cashier’s records).  Record the student’s name and title of the book on the receipt.

• Complete a 3 part Miscellaneous Cash Collection form provided by the secretary.

• Turn in the money, copy of receipt, and Miscellaneous Cash Collected form to the secretary/cashier.  The secretary/cashier should verify the amount of funds with the librarian immediately.  Upon verification of the funds, the secretary/cashier must prepare and issue a Munis cash receipt to the librarian.  The librarian should also receive the signed yellow and pink copy of the Miscellaneous Cash Collection form.  If is not feasible to count the money with the secretary/cashier at the time funds are remitted, the funds should be sealed in an envelope/bank bag with the original and yellow copy of the Miscellaneous Cash Collection form.  The librarian should receive the pink copy of the form. Later that day, the secretary/cashier must verify the funds and prepare a Munis cash receipt.  A copy of the Munis receipt and the yellow copy of the form will be returned to the librarian.  The librarian should attach the Munis receipt and yellow copy of the form to the pink copy of the Miscellaneous Cash Collection form received earlier.

Irving ISD Receipt Books

• If you are not able to use the library receipting system, funds collected must be receipted by using an Irving ISD receipt book.  The secretary/cashier will request the receipt book from the Business Operations Office.

• Prepare and issue the receipt to the student or parent.  The student’s name and title of the book must be recorded on the receipt.

• The money, yellow copy of each receipt and Miscellaneous Cash Collection form must be turned in to the secretary/cashier by the end of the day.  The secretary/cashier should verify the amount of funds with the librarian immediately.  Upon verification of the funds, the secretary/cashier must prepare and issue a Munis cash receipt to the librarian.  The librarian should also receive the signed yellow and pink copy of the Miscellaneous Cash Collection form.  If is not feasible to count the money with the secretary/cashier at the time funds are remitted, the funds should be sealed in an envelope/bank bag with the yellow copies of the receipts, and the original and yellow copy of the Miscellaneous Cash Collection form.  The librarian should receive the pink copy of the form. Later that day or the next business day, the secretary/cashier must verify the funds and prepare a Munis cash receipt.  A copy of the Munis receipt and the yellow copy of the Miscellaneous Cash Collection form will be returned to the librarian.  The librarian should attach the Munis receipt and yellow copy of the form to the pink copy of the Miscellaneous Cash Collection form received earlier.

ALL cash receipts and other financial records must be kept on file for 5 years.

All money must be remitted to the secretary/cashier daily. NO MONEY SHOULD BE LEFT IN THE CLASSROOM/LIBRARY OVERNIGHT.