CODE: 3451R
SECTION: BUSINESS AND NON-INSTRUCTIONAL OPERATIONS
PETTY CASH FUNDS (PROCEDURE)
Each Petty Cash Fund shall maintain a checkbook to reimburse minor purchases,
by check, at the Fund Amount listed in number 2 below.
Prior to using the Petty Cash Fund, every effort shall be exhausted to budget
and order school-related items/services through the purchase order process. The
following items are examples which should be built into a budget line: purchase
of postal stamps for mail-outs, extra copies of a particular textbook, teacher’s
edition, etc.
1. Reimbursement from Petty Cash funds to authorized personnel, for incidental
educational items purchased for school use, shall use the following procedure:
A. Personnel who employ the Petty Cash system shall utilize the District Petty
Cash Reimbursement Voucher attached to this Regulation.
B. The requesting person must first complete a Petty Cash Reimbursement Voucher.
If multiple vendors are to be used, then a separate voucher for each vendor
shall be completed.
C. The voucher is then submitted to the building administrator for prior
approval for petty cash purchases of $100 or less.
D. Within five (5) working days, the receipt for the purchased item(s) shall be
submitted to the building administrator containing the following information:
1. Name and address of vendor
2. Date or purchase
3. Description of item(s)
4. Unit Cost
5. Total Cost
6. Acknowledgment of payment to vendor
E. The building administrator will review the receipt for final authorization
for a reimbursement payment in check form.
2. The Petty Cash funds will be reimbursed as follows:
FUND REPLENISHMENT MAXIMUM
LOCATION AMOUNT FREQUENCY AMTS./YEAR
Elementary Schools $ 375/ea. time 4 times $ 1500
Middle School 750/ea. time 4 times 3000
High School 800/ea. time 5 times 4000
Maintenance 500/ea. time 2 times 1000
Transportation 800/ea. time 5 times 4000
Administration 400/ea. time 5 times 2000
Adult Community School 375/ea. time 4 times 1500
Learning Unlimited 200/ea. time 4 times 800
Special Services 400/ea. time 5 times 2000
3. Exceptions to these amounts must receive prior written approval from the
Business Administrator.
4. Replenishment of petty cash funds will be based upon the value of
authenticated vouchers supporting the request.
5. Petty Cash Funds should be reimbursed when the funds available have declined
to no more than 10% of the replenishment amount. No reimbursements will be
carried out if the amount requested exceeds the original amounts established for
that account.
6. Each principal/administrator must identify prior to Board approval the
account(s) from which the petty cash shall be drawn.
7. All petty cash accounts must be reconciled and available for review by the
Business Office on the first of each month.
8. The building administrator shall reconcile expenditures to balance and
deliver funds remaining in the account and vouchers documenting purchases to the
business office prior to the end of each fiscal year.
9. A report detailing all deposits and disbursements for the fiscal year will be
sent to the Business Office prior to June 30.
10. The Petty Cash Fund will adhere to sound internal controls.
First Reading: August 22, 2006
Adopted: September 26, 2006
PETTY CASH REIMBURSEMENT VOUCHER
PLEASE PRINT
Date Submitted: / / Submitted by:______________________________
Apshawa Westbrook Special Services
Maple Road Macopin Transportation
Marshall Hill High School Community School
Paradise Knoll Administration Bldg. SACC
Upper Greenwood Lake Operations Other:
Pay To:
Address (Out of District only):
__________________________________________________
__________________________________________________
Description of Item/Service to be purchased (under $100.00):
Reimbursement Amount: $___________________________
Account Number: - - - - - - (N/A:___________)
Signature of Recipient:
Note: Receipts must be submitted and attached to voucher before payment.
Tax cannot be reimbursed.
FOR OFFICE USE ONLY
Approval:
(Signature of Bldg. Principal/Direct Supervisor)
Reimbursement Check Number: ____________________ Check Amount: $
Disbursed by: _________________________________ Date: / /