All Expenses and Petty Cash

This is the process for requesting and getting reimbursed for any company expenses through a payroll reimbursement or petty cash.

Expense Policy

https://docs.google.com/document/d/1oANiMeDiQfMwJLDXCIVqjWkT54HWVRGjOpZYab_kEYA/edit#heading=h.y1sha11r4zyi

Expense Approval and reimbursement

• 1. If an employee needs to buy something for the company, they must get approval for the purchase first from their manager.

  2. After the employee has permission and makes the purchase, the employee should submit the transaction to the Expense form in Airtable.

  3. Ops gets an email when someone submits a transaction through and will reimburse. (Anna, Zach, and Billybob can also give out petty cash, but nobody else should.)

  4. All requests for petty cash reimbursements must be made in Airtable by the last day of the month they were incurred. If the request isn't in by the end of the month, then an employee will not be reimbursed from petty cash. Ops will be send out a reminder email on the 27th of each month.

  5. For a petty cash reimbursement, after petty cash is paid out, update the “Has this been paid out” field in airtable to Yes.

Car, Driving, Miles, gas Expenses and reimbursement

• 1. If an employee needs to drive their personal car for work purposes, they must first get approval from their manager.

  2. After the employee has permission and takes the trip, the employee should fill out this google form.

  3. You will get reimbursed in a paycheck or two. Please make sure to confirm your reimbursement shows up. Ask Jared if you have any questions or issues.

Petty Cash Reporting

• 1. On the first of the month, a petty cash report will be generated by Ops (Jessica) with the receipts for each transaction from AirTable and automatically send to Ops. Ops will compare this report to the balance in the petty cash bag and then email Frederic with the report and the receipts.

  2. The email can look like this:

Hi Fred,

The [MONTH NAME] petty cash report and receipts are attached.

Could you please send our replenishment?

Let me know if you have any questions.

• 7. After Frederic gets the report for the month, he will deliver the replenishment so that we are back up to a balance of $1,000.

  8. After Ops receives the replenishment, Ops will log that amount into this sheet so we can keep track of those deliveries. Enter it in as a normal petty cash transaction, except make it a negative amount. For example, if we received $100, put it in as -$100.

  9. Throughout the month, Ops will check the amount in petty cash transactions and in our petty cash holder to make sure we have the correct amount.

  10. If money is missing then Anna will replenish with her secret stash. This should happen extremely rarely. Ask Anna for how much you need and she will give it to you.

  11. If you need to use petty cash to get change for any of the cash registers, just exchange it with cash from that register. You don’t need to submit it in the petty cash form.