NEW ALBANY POLICE DEPARTMENT - New Albany, Ohio

The Director of Finance is responsible for randomly auditing this account. The
Chief of Police will cooperate in setting up a date and time for periodic audits.
B. Mayor’s Court Account (Bond and Fine Account) - The Mayor’s Court Account is located
in the Dispatch Center file drawer. The general pre-numbered receipt book is used to
record bond and fine money that is taken by the Police Clerk or on-duty Dispatcher(s).
The Clerk of Court’s office is responsible for collecting the bond and fine money on each
regular business day after a bond or fine has been posted. The money and receipts will
be transported to the Clerk of Court’s office by a Mayor’s Court employee. The following
procedures are used for this account:
If cash is taken as bond or fine money, it must be for the exact amount of the
bond or fine. Monetary change is not maintained or given out from this fund.
In addition to cash, credit cards can be taken for bond or fine amounts. Personal
checks can only be taken for fines (not bonds).
When a bond or fine is taken, the Police Clerk or on-duty Dispatcher will fill out a
Bond and Fine Received Log indicating the amount of money received and by
whom.
The Dispatcher shall complete a Bond and Bail Information form. A copy of this
form is given to the poster of the bond. The original is enclosed in the envelope
with the payment.
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When the Clerk of Court employee picks up the bond or fine money on the next
regular business day, he/she will sign the Bond and Fine Received Log to verify
that the bond or fine money is being collected by the Clerk of Court’s office.
C. Service Account (Fingerprinting Money, Report Money, Duplication Money for
Accident/Arrest Photos/Video Recordings, Miscellaneous) - the general receipt book is
located in the Dispatch Center and used to document the receipt of checks or cash for
services provided by the Police Department. This account includes monies received for
fingerprinting services, report duplication services, video/audio recording duplication
services, and other miscellaneous services for which the Police Department charges a
fee. The procedures used for this account are outlined in Chapter 1.10 of the Finance
Department’s Financial Policies and Procedures manual:
When a check or cash for service fees is received, the Police Clerk, on-duty
Dispatcher, or police officer will write out a receipt in the pre-numbered general
receipt book.
The cash or check will be sealed in an envelope with the yellow copy from the
general receipt book and placed in the inter-office mail system.
On the next business day following the receipt of Service Account fees/monies,
the Police Clerk will forward the check and/or cash with the yellow copy of the
numbered receipt to the cashier located in Village Hall.
Upon receipt of a check and/or cash from the Police Department for Service
Account fees, the cashier will write out a receipt to acknowledge receiving the
funds. The receipt from the cashier will be returned to the Police Clerk (via interoffice
mail) and placed in the Service Account folder.
The Service Account is not used as a cash account and checks or monies
received for services will not be stored at the Police Department.
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