Exchanging coins for notes using ATM deposit machines

In Australia, many of our bank branches are closing down and so are our night safe deposit boxes. However, more deposit ATMs are popping up so that we can still deposit cash and even cheques outside of bank business hours. But very few of them allow coins to be deposited; and even when they do, our coin deposit ATM is often not working.
While most members pay tithing online, there is often a few donations (usually from children) made with coins.

When the ATM coin deposit doesn't work, we currently need to go to the bank the next day, which is difficult when you're meant to be at work and the bank is only open during work hours. Going to the bank can take a couple hours out of my work day. (I'm sure many of you have experienced this!) So to save us time on a Monday, I thought of a way to avoid the waiting at the bank.

• When a donation batch contains a coin donation and the total coin donation doesn't sum up to a multiple of $5, I create a donation slip and add a donation from my own pocket, with coins, to make up the difference until the total value in coins is a multiple of $5.
  The additional coins I take from my own pocket, so that when I later make my own online tithing donation, I can reduce it by the value of the cash donation made. This way, I'm not actually having to pay "extra" tithing).
  The sum of the currency (notes) and coins is entered into LCR as received from the members.
  In preparing the deposit slip for the bank, I total up the coins and exchange them for the equivalent value in notes - again from my own pocket. Only the value of the notes (currency) is included on the bank deposit slip. So while the total vale of the bank deposit is the same as the donation batch in LCR, the sub-total of notes/coins in LCR is different to the notes/coins sub-totals on the bank deposit.
  To ensure we have an audit trail, we prepare a document (signed by Bishopric member and the clerk) explaining the exchange that was made (converting coins to notes). This document is then attached to the tithing batch report and retained in the clerks office.

This means I can make the deposit into the ATM without having to worry about whether the coin deposit is going to work. Saves me time on a Monday.

I haven't actually received approval from our Audit Committee to enact this plan yet; but before I seek approval, just wondering if anyone else has come across anything similar, and whether this sounds like a reasonable approach.

I hope this make sense. Interested in others' thoughts.

rmdec2004 wrote: Sun Sep 10, 2023 7:17 am I haven't actually received approval from our Audit Committee to enact this plan yet; but before I seek approval, just wondering if anyone else has come across anything similar, and whether this sounds like a reasonable approach.

I would expect that the coin donation you make is made in your name so that you receive credit for that portion of your tithing.

I have on many occasions swapped out coins with currency to make the handling of the deposit easier. We have a night deposit slot that only allows thin deposit pouches to be inserted. Bulky coins do not fit.

In my opinion, I do not see any problem if you are following the two-person principle and add a note that currency has been used to replace coin in the deposit. In fact, I see this as a good way to solve a problem where you are not able to deposit coins at the bank.

This is my personal opinion, of course.

This sounds reasonable in principle, but reaching into your pocket and swapping things on the table with things in your wallet does feel a little close to the edge if there were a clerk who might get tempted in the situation. It also would be something that's easy to get mixed up accidentally. And, if there's anyone else around who sees you put something in your wallet while recording donations, they might jump to conclusions. I don't think I'd be comfortable doing this, but I'm not sure if I could say that it's wrong. If you do this, I agree with making sure it's carefully counted by both people and carefully documented.

Definitely sounds like something the Bishop should run by the Stake President, given the specific nature of your local deposit constraints. If he green-lights it, all speed ahead. If he has questions, he can always bump this up the food chain. I expect it's a common issue in your area, so perhaps there's some general counsel or guidance you could receive.