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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