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. 7.1.4 of this policy, 1.5. These procedures apply to all employees of a company. 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. Preparing for this does not mean you do not trust your employees; it’s just a method of precaution. Policy Statement. 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. 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 4) Make the purchase and obtain a receipt. 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 funds are for the purpose of infrequent or emergency departmental purchases. Not all businesses make its credit card accessible to all employees, and because of that, petty cash funds would come in handy. 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. endobj 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. x�řMo7����T� We are living in a time where using petty cash could be outdated. Employees must usually fill out a simple receipt detailing the amount of money taken from petty cash and what it was spent on. %PDF-1.5 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. Make sure it is not small enough to buy even just a single sachet of coffee. If a disbursement request falls within the petty cash disbursement guidelines, unlock the container in which petty cash … This policy is intended to provide information regarding: A) cash limitations, B) prohibited purchases using petty . The disbursement procedure for petty cash is designed to provide sufficient documentation of each expenditure, as well as proof that funds were actually disbursed. Petty cash transactions are limited to direct purchases from suppliers for immediate needs of not more than . 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. Example Of Petty Cash Procedures For Accounting Manual: Make the amount of petty cash funds available as small as possible. 1.6. <> Employees should return any change along with an official receipt to the petty cash box. PETTY CASH PROCEDURES INTRODUCTION. It is important to trust your employees when they would be using the fund but it is also right to take precautions. Before an imprest/petty cash float is set up it must be authorised by a Head of Service and 2 0 obj Even if petty cash comes from the term ‘petty’ does not mean that a petty cash fund is unimportant. This is when the role of petty cash policies comes into play. 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. stream Next review date: May 2020 1. The individual must prepare a missing receipt affidavit and attach it to an expense report to use the expense … Example Cash Handling Policy Purpose: To ensure control and safekeeping of business cash assets. Business owners usually attempt to create simple petty cash policies and procedures. 2) Complete a petty cash voucher issued by the department manager. Because of its accessibility, petty cash funds tend to be susceptible to abuse and misuse. To expedite the purchase of low value items, Administrative Staff are authorized to maintain a petty cash fund. This is one solid proof that a purchase or a transaction has been made. Petty cash book is a type of cash book that is used to record minor regular expenditures such as office teas, bus fares, fuel, newspapers, cleaning, pins, and causal labor etc. A safe should be used to store all cash. See the Petty Cash Policy for additional details. 1. 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. If you are recording money withdrawn from the bank, you will need to reduce the bank balance and increase your petty cash balance. Unlock petty cash. 5 0 obj The Petty Cash Procedure helps outline the disbursement and reimbursement of petty cash. 1 0 obj � �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$� There is a big chance that your employees would be using the petty cash fund for non-business related reasons. This ensures the petty cash function does not become a bureaucratic mess in the business. <> It is especially inefficient for big companies where it is harder to track the purchases and transactions and this raised the red flag since the petty cash fund can be used for questionable purchases and transactions. £50. Petty Cash Floats and Bank Imprest Accounts Policy and Procedures Page 7 of 28 A petty cash float or imprest account must only be set up where there is a justified need for one. �T�I%)$�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 �. Petty cash replenishment of $300 or more is processed on a Cash Request Form found on the Cashier's Office website. It is the responsibility of (Company Name) staff who maintain petty cash funds to adhere to this policy/guideline. 3.2.2 Loans or advances to employees for personal use from Petty Cash funds are forbidden. 뽰?H�7�|�� Adopted January 2019. Review Date: May 2019. endobj The cash box is held within a locked safe, or other secure location, when not in use. ���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����� Submit form Revise Existing Petty Cash/Change Drawer Fund (Appendix A) to the Controller’s Office for review and approval. Safes should only be opened with two people present. … And make sure they petty cash fund is not that big that it could already buy a new coffee machine. Policies and Procedures The following sample outlines a set of policies and procedures for the petty cash disbursement and reimbursement process. endobj 3 0 obj ���� 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� �� � 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. It is the policy of the University to establish petty cash funds at the departmental level where necessary and justified. %���� 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. All petty cash reimbursements require original receipts. References: MAPP 05.01.01 SAM 03.A.07 The requester shall complete the Petty Cash Reimbursement Request, making sure to complete the following fields: pay to, date, prepared by, and department/division. 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. 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. Petty Cash Policy and Procedures 1. FUNDS 1.1 A petty cash system was authorised by Council in 2018 and started use on 11 December 2018 One of the common reasons why businesses would be using petty cash is in giving change to customers. However, store it in a safe place since it is also susceptible to abuse. 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. Have a minimum and maximum balance for the petty cash fund. endobj fund that is used for business operations like in giving change or in business travels 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. 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. Provide a list that could and could not be spent with the petty cash fund so that your employees would be aware and would have a guideline when they would be buying things and supplies for the office. The petty cash disbursement procedure is outlined below: Screen disbursement requests. No matter how useful petty cash funds may be in every business, there are also some downsides to using it. 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. This procedure applies to all employees of the company. There are some customers who would pay in big amounts and there are also no nearby stores where you can break their bills. According to this policy, a petty cash fund should be utilized for minor business expenses. D. Review of Petty Cash or Change Funds 1. 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. Through the use of petty cash policies, petty cash funds are used effectively and efficiently. stream There are some things that we describe as “small but terrible” and petty cash perfectly fits that definition. 5) Provide the receipt to the department manager. It should be read in conjunction with the Associations’ Expenses Policy. <> 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. The purpose of a petty cash fund is to provide business units with sufficient cash to cover minor expenditures. This policy establishes the proper uses and administration of petty cash funds. 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. Assign one person to handle the petty cash funds. IMPREST system, where a fixed amount is maintained in the petty cash box – for example £50. However, the amount of a business’ petty cash fund can vary depending on what it is used for. All other purchases must go through the purchase order process via a requisition/request for payment. 4 0 obj Petty cash facilities will only be issued where the applicant has: 3.1 Completed the Petty Cash … To facilitate minor business expenses, a petty cash fund will be available to employees. 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. 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. 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. It is a reality that there is always a good and bad side to everything. 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������� ? 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. 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. Petty Cash Procedures: 1. Make a procedure and policy regarding the management of the petty cash funds. Have two people responsible for petty cash. Introduction The Petty Cash Policy and Procedures document was issued on 13 October 2012. <>/ExtGState<>/Font<>/ProcSet[/PDF/Text/ImageB/ImageC/ImageI] >>/MediaBox[ 0 0 595.32 841.92] /Contents 4 0 R/Group<>/Tabs/S/StructParents 0>> 1) Obtain approval from department manager or supervisor. 3) Obtain petty cash funds for the equivalent amount of the petty cash voucher. All petty cash funds are subject to periodic audits. 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. ... 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. 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). 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. 2. c) that compliance is obtained with university financial policies and procedures. Even small amounts of cash (petty cash) and cash register drawers should be secured and under lock and key. 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’. This policy applies to all departments and offices of the University wishing to make use of petty cash funds. 100+ Policy Templates in Word | Google Docs | Apple Pages -, 19+ Health and Safety Policy Examples - Free PDF Format Download. M:\Bursary\Audit Committee\Financial Procedures - Cash & Banking Procedures.doc- 5 - Clare College Cash & Banking Procedures 2. Failure to record all transactions and purchases means that you are like throwing away potential business expenses. Issue of Petty Cash Facilities Petty cash facilities will only be issued in line with this policy. 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. Guidelines for Petty Cash Funds . 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. Another reason that it is used to pay for purchases and transactions that are small enough to be in a check. It can be used to buy food and beverage supplies for the office pantry or for office supplies. 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. Step 1: Create a Petty Cash Policy and Procedure. 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. Do not forget to keep track of all the receipts. endstream 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 $50; petty cash may also be used for human … I���`�!%"¶��~����B5��BZ@��oP��u�7� ����T��y��xN��(%���e���Qh�D� �̯�5>�����~�]��0��M�����-L�(ry�i����t>�lگ�d�*/"X#b0�F�%HU��Z<4�#���Etߡ)j�h��2�d�6�#S�90U38����Vmg�$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;(�� Cash handling policies and procedures with a policy example. Losing the receipts would mean that you are simply throwing away the petty cash fund. If for any reason a given policy or procedure cannot be implemented, it would be �� � �" �� ��? A cash box is used to keep monies and disbursement dockets secure. Petty cash funds are used primarily for small expenses in the business. In this document the term ‘university’ should be taken to mean those entities which come 3 Lowestoft Town Council Petty Cash Policy & Procedure. How to Disburse Petty Cash. In the rare instance a receipt is misplaced, you may not be reimbursed through the petty cash process at the Cashiers' window. C FOUNDATION PETTY CASH PROCEDURE GUIDE Statement This policy establishes the proper uses and administration of petty cash funds. <>>> cash funds, C) allowable purchases, and D) receipt requirements. 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 . It supersedes all other policies and procedures relating to petty cash currently in issue. 3. Disburse funds only for minor business expenses. Keep petty cash locked in a secure drawer or box. Funds must be completely reconciled and accounted for before the Controller’s Office will approve any changes. 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. Petty Cash Policies and Procedures. 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. Here are a few tips on how to do petty cash documentation so you can properly manage the funds and the expenses well. These funds should be used only when cash is the most cost efficient method of payment. … Describe the purchase/expenditure in the description/explanation area and enter the … 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. Petty cash policies in the workplace can help you and your employees regulate the use of the petty cash fund. This policy sets out the principles, terms and conditions and the procedures governing the issue, use, administration and retention of petty cash facilities. 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.. �"��A@��A����"r�JkG@,��&��}��4M ��������9/���hۮ.�EO�Gm[/>4Kx7�on��w7�pV_��u�ڬ��~o��ES/���gp������m��G�'A 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. Number petty cash vouchers consecutively. , you may not be reimbursed through the purchase and Obtain a receipt is misplaced, may. The company the rare instance a receipt is misplaced, you will need to reduce bank. 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