Purpose:
Procedures for the handling of petty cash are designed to provide accountability for moneys received in accordance with accepted standards of internal controls.
References:
Review and Responsibility:
Approval:
I. General Statement
Procedures for the handling of petty cash are designed to provide accountability for moneys received in accordance with accepted standards of internal controls. All employees of the College of Natural Sciences and Mathematics are responsible for complying with the policies and procedures described below. Failure to adhere to these policies and procedures may result in disciplinary action being taken against the employee. The charging of fees or agreements to provide services for compensation are prohibited except with specific knowledge and authorization of the department head, the college/division administrator, the Budget Office, and the appropriate vice president. Compliance with these procedures will protect employees when questions arise and protect the University from criticism by auditors and other reviewing officials.
All employees have an obligation to report any suspected theft, fraud, embezzlement, or any other irregularity causing a loss of cash. Employees who are aware of criminal activity and fail to report such may be subject to disciplinary action. Employees are required to cooperate with any police or audit investigation, and they may be requested to keep their knowledge of the investigation confidential.
II: Policy Provisions
Departmental petty cash funds will be authorized only in extraordinary cases where need and accountability can be demonstrated. All departmental cash funds require the approval of the college business administrator and the Treasurer.
An individual will be assigned the responsibility of the petty cash fund. The Petty Cash Custodian will complete an "Acknowledgment of Receipt of Funds & Policies and Procedures Related Thereto" Exhibit A - SAM 03.A.07 and a copy will be retained by the department.
The petty cash fund will be established for a designated amount from which payments and/or reimbursements for small dollar expenses may be made.
The maximum amount of petty cash to be expended, reimbursed, and/or advanced per transaction is $100.00. Reimbursements greater than $100.00 will be processed through Accounts Payable.
A properly completed "Voucher Request Form For Disbursement of Petty Cash" Exhibit B - SAM 03.A.07 and acceptable documentation is required for cash reimbursement.
Proper documentation for reimbursement can consist of the following:
Petty cash funds will be replenished by the custodian on or before the last day of each month and must be replenished on or before the last day of the fiscal year.
Requests for replenishment of petty cash funds:
III: Custodian Responsibilities