In the rare instance a receipt is misplaced, you may not be reimbursed through the petty cash process at the Cashiers' window. stream 3) Obtain petty cash funds for the equivalent amount of the petty cash voucher. Issue of Petty Cash Facilities Petty cash facilities will only be issued in line with this policy. The purchases and transactions you make using the petty cash come in small bits and pieces but once you add it at all up, the amount of money you spent and used from the petty cash fund might surprise you. Even if petty cash comes from the term ‘petty’ does not mean that a petty cash fund is unimportant. Guidelines for Petty Cash Funds . Make sure it is not small enough to buy even just a single sachet of coffee. PETTY CASH POLICIES AND PROCEDURES Purpose: Procedures for the handling of petty cash are designed to provide accountability for moneys received in accordance with generally accepted standards of internal controls. Do not give every employee a direct access to the petty cash fund; instead, have someone assigned as a petty cash custodian who will be determining whether the purchase or the transaction of an employee is appropriate and valid, and who will also be the one responsible for tracking the expenses, especially the receipts. x�řMo7����T� endstream 7.1.4 of this policy, 1.5. It is aforementioned that the use of petty cash system in this generation is pretty outdated but there are still existing businesses that are still making use of this method. It supersedes all other policies and procedures relating to petty cash currently in issue. Using a petty cash system is convenient for some business owners and their employees so that they do not have to make lengthy requests or use the company’s debit or credit card for just the purpose of just buying bond paper refills. Anyone checking the petty cash should therefore find that the total of paid vouchers and the cash in the tin should always equal the amount of the imprest (or float) i.e. Petty cash facilities will only be issued where the applicant has: 3.1 Completed the Petty Cash … It is the policy of the University to establish petty cash funds at the departmental level where necessary and justified. 2. �T�I%)$�IJI$;oeC]]١ HDY4;$Cu�3� ��v]e���8PU��~���A��m����c;�����Q%�2wb�n-��R{��B( �G��N�9�ZH>I��� |�q���IW�(;�g���eaY��1q,d��I$�)$�IO���T�I%)$�^��Dг�H�/�� ^x��T�$�L��N�8�ܔ�?.C9x �. £50. Every business has a petty cash or a petty cash fund that is used for business operations like in giving change or in business travels. One of the common reasons why businesses would be using petty cash is in giving change to customers. This policy is intended to provide information regarding: A) cash limitations, B) prohibited purchases using petty . Next review date: May 2020 1. 1 0 obj 3 !1AQa"q�2���B#$R�b34r��C%�S���cs5���&D�TdE£t6�U�e���u��F'���������������Vfv��������7GWgw�������� 5 !1AQaq"2����B#�R��3$b�r��CScs4�%���&5��D�T�dEU6te����u��F���������������Vfv��������'7GWgw������� ? The individual must prepare a missing receipt affidavit and attach it to an expense report to use the expense … A petty cash fund may be applied for or increased by completing a payment request form and forwarding to Accounts Payable, stating reasons for the request, and the amount requested. All other purchases must go through the purchase order process via a requisition/request for payment. All petty cash funds are subject to periodic audits. In this document the term ‘university’ should be taken to mean those entities which come It is an imprest system - which means that it starts with a fixed amount, the amount is reduced because of spending, and then the amount is replenished to start it back at the fixed amount again. There are some things that we describe as “small but terrible” and petty cash perfectly fits that definition. Few examples of what could be bought with a petty cash fund are that it could be used to buy coffee refills for the office’s coffeemaker, to pay for parking fees in a corporate building, or to pay for terminal fees on boat and plane rides during business travels. fund that is used for business operations like in giving change or in business travels Petty Cash Policies and Procedures. All petty cash activity is recorded in a petty cash journal and the petty cash journal and remaining cash balance is struck to allow replenishment, as required 1.7. <> Such funds will be established for the specific period of time the funds are actually needed; if the requirements are permanent and continuing, the period may be for an indefinite time. D. Review of Petty Cash or Change Funds 1. This policy sets out the principles, terms and conditions and the procedures governing the issue, use, administration and retention of petty cash facilities. Not all businesses make its credit card accessible to all employees, and because of that, petty cash funds would come in handy. These funds should be used only when cash is the most cost efficient method of payment. Employees must usually fill out a simple receipt detailing the amount of money taken from petty cash and what it was spent on. The intent is to simplify the reimbursement of staff members and visitors for small expenses that generally do not exceed $25.00, such as taxi fares, postage, office supplies, etc. endobj PETTY CASH PROCEDURES INTRODUCTION. The Petty Cash Fund (PCF) is used to cover small expenses i.e., purchases that involves petty amount of money for the day to day operation of an office. Because of its accessibility, petty cash funds tend to be susceptible to abuse and misuse. Petty Cash Floats and Bank Imprest Accounts Policy and Procedures Page 7 of 28 A petty cash float or imprest account must only be set up where there is a justified need for one. If you are recording money withdrawn from the bank, you will need to reduce the bank balance and increase your petty cash balance. Introduction The Petty Cash Policy and Procedures document was issued on 13 October 2012. Cash handling policies and procedures with a policy example. The Petty Cash Procedure helps outline the disbursement and reimbursement of petty cash. endobj I���`�!%"¶��~����B5��BZ@��oP��u�7� ����T��y��xN��(%���e���Qh�D� �̯�5>�����~�]��0��M�����-L�(ry�i����t>�lگ�d�*/"X#b0�F�%HU��Z<4�#���Etߡ)j�h��2�d�6�#S�90U38����Vmg�$S�jN62�]�u2��X}Jםa��8��G�:"�6Y���Q����d��&���ZPۻ���Ҡ;�mws��h�t��|�:��{r���2A��z��}�M�]�(UpNq����U+�r]0�;��yB��Y��:����ű7Fa��E�:!�`�j���]���9e��e���?�_ז'�BCY��vV;(�� Petty cash funds are used primarily for small expenses in the business. Assign one person to handle the petty cash funds. No matter how useful petty cash funds may be in every business, there are also some downsides to using it. stream It is a reality that there is always a good and bad side to everything. At some point, the petty cash system has been deemed as inefficient since it is not a feasible option when employees would have to make transactions and purchases that come with a big price tag. Now you might think that since petty cash comes from the term “petty” which could mean little to you, do not be fooled by its ‘pettiness’. How to Disburse Petty Cash. Unlock petty cash. While it is advisable to keep petty cash funds within rich, make sure it is not that accessible to just anyone who comes in and out o your workplace. When other disbursement methods cannot be used, petty cash funds can provide cash to local units to cover minor expenses, such as reimbursement of staff members and visitors for small expenses such as taxi fares, postage, office supplies, generally not to exceed $50; petty cash may also be used for human … Submit form Revise Existing Petty Cash/Change Drawer Fund (Appendix A) to the Controller’s Office for review and approval. … C FOUNDATION PETTY CASH PROCEDURE GUIDE Statement This policy establishes the proper uses and administration of petty cash funds. <>>> The purpose of petty cash funds is to provide you and your employees would have an accessible cash fund to be used for purchases and transactions that come in small amounts. However, store it in a safe place since it is also susceptible to abuse. <> A safe should be used to store all cash. <>/ExtGState<>/Font<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/MediaBox[ 0 0 595.32 841.92] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>> Number petty cash vouchers consecutively. endobj The purpose of petty cash policies is to provide you and your employee’s step-by-step guidelines in establishing, managing, and administering the use of the petty cash fund. Here are a few tips on how to do petty cash documentation so you can properly manage the funds and the expenses well. ���X%��,i���t�L�����2O����Q� v/{Db����M�iY��˜�u������в�ի�qZ�oa�:5���O'���r�>j��5H;�> �PҐ}��W��Ϟ��^ f�~�t����� Keeping track of the transactions and purchases made using the petty cash fund should be a mandatory part of the record keeping system of your business and if not, it cannot be used to deduct as one of the expenses of your business. It can be noted that it uses the term “petty” which actually fits its definition since petty cash fund is used for transactions paid in small amounts. Policy Statement. See the Petty Cash Policy for additional details. Before an imprest/petty cash float is set up it must be authorised by a Head of Service and This ensures the petty cash function does not become a bureaucratic mess in the business. 3 Lowestoft Town Council Petty Cash Policy & Procedure. We are living in a time where using petty cash could be outdated. This is one solid proof that a purchase or a transaction has been made. This is when the role of petty cash policies comes into play. It should be read in conjunction with the Associations’ Expenses Policy. ... who conduct their business on a cash basis and some occasions when it is advantageous for departments to make minor cash purchases, the petty cash procedure allows for the direct expenditure for sums, not to exceed $100.00 per purchase. Step 1: Create a Petty Cash Policy and Procedure. The purpose of a petty cash fund is to provide business units with sufficient cash to cover minor expenditures. Have two people responsible for petty cash. <> And make sure they petty cash fund is not that big that it could already buy a new coffee machine. There is a big chance that your employees would be using the petty cash fund for non-business related reasons. … Describe the purchase/expenditure in the description/explanation area and enter the … Petty cash funds are for the purpose of infrequent or emergency departmental purchases. There are some customers who would pay in big amounts and there are also no nearby stores where you can break their bills. Petty Cash 2.1 Purpose of petty cash This procedure aims to ensure: There is an accurate account of all petty cash expenditure Control is maintained over both the nature and level of expenditure There will really come a time that the employee would have to use his personal money in case the petty cash fund would not anymore be enough for the purchases and transaction he or she is ordered to make. The petty cash disbursement procedure is outlined below: Screen disbursement requests. A cash box is used to keep monies and disbursement dockets secure. For business owners who are still using the petty cash system find this system convenient, efficient and smart since there are low dollar expenses that could be purchased and transacted in or for the workplace on a daily basis and if your business. The petty cash balance is recorded by posting the expenses to the profit and loss account and reducing the petty cash balance on the balance sheet. 3.2.2 Loans or advances to employees for personal use from Petty Cash funds are forbidden. Do not forget to keep track of all the receipts. The requester shall complete the Petty Cash Reimbursement Request, making sure to complete the following fields: pay to, date, prepared by, and department/division. �� � �" �� ��? �"��A@��A����"r�JkG@,��&��}��4M ��������9/���hۮ.�EO�Gm[/>4Kx7�on��w7�pV_��u�ڬ��~o��ES/���gp������m��G�'A Petty Cash Policy and Procedures 1. Policy The Department Head is ultimately responsible for the basic safety and control of the Cash fund, regardless of who actually handles the transactions, and reimbursements. Just because it’s only worth more or less than a dollar does not mean that it won’t greatly affect your entire petty cash fund. endobj Petty cash policies in the workplace can help you and your employees regulate the use of the petty cash fund. References: MAPP 05.01.01 SAM 03.A.07 It is important that is why you have to keep it in a safe place during the day and as the work day ends, keep it in a locked safe that you or your petty cash custodian has the key. According to this policy, a petty cash fund should be utilized for minor business expenses. 5) Provide the receipt to the department manager. To facilitate minor business expenses, a petty cash fund will be available to employees. FUNDS 1.1 A petty cash system was authorised by Council in 2018 and started use on 11 December 2018 If for any reason a given policy or procedure cannot be implemented, it would be UTS policy is to minimise the risk in cash movement and handling and to promote the health and safety of all persons by ensuring compliance with the following petty cash procedures. � �D��Z?��Al�]6H� ��h"?��%E��wk��1��|8HB�_��_[-:�m> ��Z:_��'�WW}���I���:��o��_` =B����z�+�~�5:�P@¯��1���_c��%������ZP;ȯ�:�G ��j��_�ȯ��bzA�M¯�Z�V,��jzJ�$��e�`��k,F#B�����A�Ԏ��Xt��^@¯�h�0�U��5�+�ͯ��XR;�_cQ����������_c�"�K��X�L�#��_c���`r�%Vi+����+�B)b��$ï�J���=��_a#9��ʃ$� It can be used to buy food and beverage supplies for the office pantry or for office supplies. Through the use of petty cash policies, petty cash funds are used effectively and efficiently. Policy on Petty Cash 4 3.2 Limitation on the use of Petty Cash funds  3.2.1 The maximum amount allocated to the Petty Cash Box will be R 1,500 of which an individual claim may not exceed R 150 (VAT included). Employees should return any change along with an official receipt to the petty cash box. If a disbursement request falls within the petty cash disbursement guidelines, unlock the container in which petty cash … Through petty cash policies, you will be able to have a mandatory recording of all the transactions and purchases made using the petty cash fund. Other methods of payment, for example, cabcharge dockets, credit cards, or direct re-imbursement through Oracle i-expenses must be considered and used where possible. While the total amount of the PCF is considerably small, compared to the total amount of funds being held by an office, the Commission on Audit (COA) has prescribed a significant number of policies for the proper utilization of the fund. Make a procedure and policy regarding the management of the petty cash funds. Even small amounts of cash (petty cash) and cash register drawers should be secured and under lock and key. 1) Obtain approval from department manager or supervisor. This policy establishes the proper uses and administration of petty cash funds. When employees are asked to buy things here and there in small amounts, they do not have to use their own money and wait for an indefinite time to be reimbursed since there is a petty cash fund that they can get money from. 3 0 obj It is important to trust your employees when they would be using the fund but it is also right to take precautions. %PDF-1.5 3.6 Petty Cash Management 10 3.7 Cash in Safe 12 3.8 Receipts 12 3.9 Investment Management 13 3.10 Prepayments 14 3.11 Foreign Exchange Exposure Management 14 . Make sure to make your employees aware of the purpose and importance of your petty cash policies to make them feel that they are accountable for whatever the petty cash fund is spent on. Have a minimum and maximum balance for the petty cash fund. Funds must be completely reconciled and accounted for before the Controller’s Office will approve any changes. 3. The disbursement procedure for petty cash is designed to provide sufficient documentation of each expenditure, as well as proof that funds were actually disbursed. Besides maintaining a main or general cash book, many companies also maintain a small cash book known as petty cash book to record small day to day expenditures of the business.. 100+ Policy Templates in Word | Google Docs | Apple Pages -, 19+ Health and Safety Policy Examples - Free PDF Format Download. This policy applies to all departments and offices of the University wishing to make use of petty cash funds. 2) Complete a petty cash voucher issued by the department manager. 2 0 obj cash funds, C) allowable purchases, and D) receipt requirements. IMPREST system, where a fixed amount is maintained in the petty cash box – for example £50. Business owners usually attempt to create simple petty cash policies and procedures. 5 0 obj Petty cash should be properly controlled with a petty cash log and accurately entered into the bookkeeping system in exactly the same way you would maintain a bank account. It is the responsibility of (Company Name) staff who maintain petty cash funds to adhere to this policy/guideline. Another reason that it is used to pay for purchases and transactions that are small enough to be in a check. This procedure applies to all employees of the company. However, the amount of a business’ petty cash fund can vary depending on what it is used for. 1st July 2016 Despite advances in card technology, private individuals still choose to pay by coins and banknotes for 52% of their transactions (Source: Payment Council) and with polymer banknotes and the new £1 coin coming out in the near future, cash is still very much in the game. %���� 1.6. Failure to record all transactions and purchases means that you are like throwing away potential business expenses. All petty cash reimbursements require original receipts. c) that compliance is obtained with university financial policies and procedures. 4) Make the purchase and obtain a receipt. Policies and Procedures The following sample outlines a set of policies and procedures for the petty cash disbursement and reimbursement process. Preparing for this does not mean you do not trust your employees; it’s just a method of precaution. These procedures apply to all employees of a company. ���� JFIF H H ���Exif MM * � � � �( 1 $ �2 ؇i � $ H H Adobe Photoshop CC 2017 (Macintosh) 2017:08:23 08:27:42 � 0221� �� � �� � r z( � % H H ���� Adobe_CM �� Adobe d� �� � 뽰?H�7�|�� It is especially inefficient for big companies where it is harder to track the purchases and transactions and this raised the red flag since the petty cash fund can be used for questionable purchases and transactions. Adopted January 2019. Review Date: May 2019. The cash box is held within a locked safe, or other secure location, when not in use. Having mentioned the advantages and disadvantages of petty cash policies, it is only right to have to list down the do’s and don’ts for your petty cash policy in order to have your business lean more on the advantageous side: Keep a minimum amount in your office or at the conspicuous part of your workplace s that your employees would find it easy to access. Losing the receipts would mean that you are simply throwing away the petty cash fund. These funds are maintained at minimum levels in order to discourage theft and should not exceed the amount necessary to settle small accounts over a one month period. Petty cash replenishment of $300 or more is processed on a Cash Request Form found on the Cashier's Office website. Example Cash Handling Policy Purpose: To ensure control and safekeeping of business cash assets. Safes should only be opened with two people present. Petty cash transactions are limited to direct purchases from suppliers for immediate needs of not more than . 4 0 obj 1. To expedite the purchase of low value items, Administrative Staff are authorized to maintain a petty cash fund. Disburse funds only for minor business expenses. Example Of Petty Cash Procedures For Accounting Manual: Make the amount of petty cash funds available as small as possible. 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