Petty Cash Policies and Procedures
Petty Cash Policies and Procedures
• All Petty Cash requests must go through Accounts Payable for approval.
• Original invoices or receipts are required for reimbursement
o If the vendor needs to be paid in advance for services you must provide an estimate of the cost from the vendor.
o A purchase order is not sufficient document to prove the amount of the purchase.
• The maximum paid through Petty Cash will be $100 for each transaction except for the following:
o All Tag Returns will be approved
o Replenishment of Eastern Shore Petty Cash fund
o Emergency circumstances with prior approval from A/P Manager
o EZ Pass replenishment (Facilities)
o The purchase of York River Crossing tickets for resale in the Cashier’s office
• Travel vouchers
o The Travel form must be filled out completely and submitted to A/P for approval
o You must account for every penny being charged for reimbursement through petty cash. (e.g. If you were getting reimbursed through A/P for toll charges less than $10.00 per day you are not required to provide a receipt. If you want that same transaction to go through Petty cash you must have the receipts to prove the amount you spent for the tolls.)
• Taxable services will not be allowed through Petty Cash due to1099 reporting requirements and the inability to capture these types of payments.
Version: 11-19-2007
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