January 9, 1997
Original Number: 131
Original Date of Issue: June 8, 1992
The timely handling of students' needs for services from the cashier windows is the highest priority of the cashier's staff. Therefore, whenever feasible, College staff are requested to use the College's account payable function as a means for reimbursement of personal expenses incurred on the College's behalf. When use of petty cash is essential, the following policies and procedures are to be followed:
Petty cash usage is restricted to reimbursing staff for small, out-of-pocket expenses in such areas as hospitality, local travel, and emergency supply purchases.
Internal Revenue laws prohibit the use of petty cash for any form of salary payment.
Petty cash purchases may not be used to circumvent the College's normal purchasing procedures.
The normal maximum amount for a petty cash request is $25. Exceptions to this limit will be granted if the petty cash request is co-signed by the cost center manager's supervisor or the area Vice President. Under no circumstances should the petty cash amount exceed $50. The limit is not to be abused or circumvented by the use of multiple petty cash requests. If abuse is apparent, the Cashier's Office may decline to honor the petty cash form and request that reimbursement be made by check request.
The overtime and meal allowance payment may be received via check or petty cash at the employee's option. In either case an overtime allowance form must be completed (see samples attached) and signed by the appropriate supervisor.
In order to maximize service to students, times of petty cash disbursements will be limited during periods of heavy student registration activity. Petty cash disbursement hours will be restricted and posted in advance.
Individuals may not receive an advance of funds through petty cash. Receipts must be provided at the time of disbursement.
Approvals of petty cash reimbursement requests must conform with College Policies and Procedures Memorandum No. 203.
Internal financial control procedures, as well as the requirements of outside auditors, specify that College personnel should not approve their own petty cash expenditures. To conform with this principle, the following hierarchy of petty cash approval is to be followed:
Petty cash vouchers must be approved by the supervisor responsible for a specific cost center for departmental (non-personal) expenditures.
The personal expenditures of Academic Department Heads or other first-level Administrators must be approved by the Division Dean or Administrator to whom they are directly responsible.
The personal expenditures of Division Deans and other second-level Administrators must be approved by the Senior Officer (or designee).
Date Effective: January 9, 1997