2. Please do not deviate from, or alter, these procedures. Thank you. We want to help make your job processing walk participant envelopes go as smoothly as possible.

3. Who is the finance team? Led by one finance team leader Group of 6-8 individuals who process the donations All team members 21 or older Subject to background checks where legally permissible

4. Things to do BEFORE walk day Coordinator selects finance team leader Make arrangements with a bank that will convert cash into a cashiers check or money order on walk day.  Note: Please double check that the bank will make this conversion ON the date of the walk.  Be sure to verify banking hours for walk day Ensure you have all equipment needed including:  Calculators with tapes (adding machines)  Paper Clips  Staplers  Pens and Pencils  Extra envelopes  Endorsement stamp (provided by ASF) Know/locate your nearest FedEx drop box before walk day—very important

5. Other important things to remember! Convert ALL currency (cash AND coin) to money order/cashier’s check. All funds are to be forwarded to ASF via FedEx envelope/box to reach the ASF office by the Monday/Tuesday following the walk. When processing donations the area is to be properly secure.  Only the finance team and the site coordinator are allowed access

6. What does a secure area mean? Controllable/secured entrances and exits Well lit Clutter free Protection from the elements *Please no open public areas such as parks or picnic areas!

7. Example of a secure processing site

8. Processing a Participant Envelope

9. Receiving participant envelopes Participant envelopes should be delivered by a pair of runners from the registration checkpoint to the finance team At any given time throughout the entire process, monies should NEVER be in the possession of just one individual Runners must be adults (18+ years old) Once participant envelopes start to be received, begin with the first envelope You do not (should not) need to wait until all participant envelopes are collected to start processing

10. Processing a Single Participant Envelope The following procedure is information on how to process one individual participant envelope: 1.Open and completely empty the envelope 2.Ensure you have accounted for all cash and or checks 3.Sort checks and cash into separate piles 4.One person runs a cash tape for the cash in the envelope Please write “cash” on tape Initial tape 5.Paperclip all envelope contents onto the envelope with cash and the tape on top 6.Pass to second person

11. Processing a Single Participant Envelope (cont.) 7.Second person runs a second cash tape Write “cash” on tape Initial tape 8.If both tapes agree, place one tape in envelope and place a second with the cash in the “bank” pile 9.Write total amount in Accounting box on participant envelope *if tapes do no agree, run two more tapes by separate people*

12. Processing a Single Participant Envelope (cont.) 10.Endorse all checks using provided ASF endorsement stamp Endorse checks ONLY in the designated area on the back of the check Do not endorse in the middle of the check or sideways on the check 11.Run a tape of all checks received in each separate envelope Write “checks” on the tape Initial check tape 12.Paperclip checks, check tape, waiver and participants processing form/envelope together 13.Pass to second person 14.Second person runs a second tape using same instructions from first tape

13. Where to Endorse NO YES

14. Processing a Single Participant Envelope (cont.) 15.If check tapes agree, place one in the participant envelope 16.Place the other check tape with all the other second check tapes 17.Mark total check amount in the accounting box on participant envelope 18.If tapes do not agree, run two more check tapes by two different people 19.Place participant processing form and checks back into participant envelope *Do not staple anything onto the outside of the envelopes.

15. Processing a Single Participant Envelope (cont.) 20.Do not collect and consolidate checks into one large pile 21.Place all company matching gift forms and waivers back into the corresponding participant envelope(s). Indicate on the outside of the envelope there are matching gift forms included in the envelope. 22.Complete accounting box on each participant envelope 23.Sort participant envelopes into alphabetical order for shipping to the ASF office

16. Cash Conversion to Bank Check (after all participant envelopes have been processed) 1.Separate cash tapes from cash; sort cash by denomination 2.Two separate individuals run a tape of all of the individual participant cash tapes; each person initials both tapes 3.Two separate people run a tape of all cash by denomination; totals should agree; each person initials both tapes 4.If needed, run additional tapes until the amounts agree 5.Staple all cash tapes together including your new total cash tape

17. Cash Conversion to Bank Check (cont.) 6.Complete two copies of the cash portion of the verification form One copy to accompany cash to bank One copy to forward to ASF with check/money order 7.Verification forms must be verified by finance team leader and one other non-relative team member 8.On walk day, finance team leader and a non-related team member take the cash to the bank and convert it to a bank check for the full amount

18. Cash conversion to Bank Check (cont.) 9.No cash or check deposits into personal accounts 10.No cash should be held over for processing on another day 11.No expenses are to be reimbursed from these funds Any ASF-pre-approved expenses are to be submitted to the ASF, with receipts, on an ASF expense report form First approved by site coordinator – If site coordinator expense then finance team leader approves—cannot approve your own expenses for reimbursement Second approval by ASF

19. Site Check Total 1.From the bank pile of check tapes, run a tape total Write “participant check totals” on the tape Initial 2.Pass to a second team member 3.Second individual also runs a tape total following the same instructions 4.If the amounts agree record this amount on the cash and check verification form

20. Preliminary Site Total 1.Complete the cash and check verification form 2.Finance team leader and one other non-related team member must verify and sign the report 3.Fax, text or email this information to the ASF office on walk day F: 630-978-7408 T: 630-797-0882 E: kmurphy@angelman.orgkmurphy@angelman.org 4.Include the original cash/check verification form with the post-walk shipment to the ASF 5.DO NOT INCLUDE OR CALCULATE any online personal fundraising page donations/totals in your site cash and check totals

21. Completed Finance Verification Form DO NOT INCLUDE ANY ONLINE DONATIONS FROM PERSONAL FUNDRAISING PAGES IN SITE TOTALS ON THE CASH/CHECK VERIFICATION FORM

22. Prepare Finance Team Shipment to ASF 1.Make sure participant envelopes are in alphabetical order 2.Place the following in FedEx box(es) neatly: Finance team signature form Cash and check verification form with all tapes (Please do not staple together) All participant envelopes Highlighted registration lists and any other waivers Endorsement stamp 3. All paperwork is to be FedEx’d to ASF office using provided shipping labels

23. Finance Team Walk Shipment to ASF Office FedEx box(es) or envelopes should arrive to ASF office: Neatly packed Participant packets in alphabetical order All endorsement stamps included in the shipment All finance team sign documents included All cash and check tapes included NO LATER THAN THE TUESDAY IMMEDIATELY FOLLOWING THE WALK NO EXCEPTIONS

24. No messy shipments please!

25. THANK YOU!!! This job is a tremendous responsibility and we appreciate all of the time and commitment you and your team devote to making the ASF National Walk a tremendous success!