Petty Cash Policies

These membership dues must be approved by the appropriate UA officials. All payments to clubs will be reported annually to the UA Controller’s Office.

• The best thing about CocoSign is that it functions on all the operating systems you work with, so you can count on it and can sign electronic documents disresgarding the device you are working with.
• The control account is the total accounts payable balance from your general ledger.
• Easily find the app in the Play Market and install it for e-signing your cash disbursement policy.
• Equipment and furniture items of $1,500 or more must be purchased through UA’s purchasing system.

If you want to share the cash disbursement policy with other parties, you can send it by email. With signNow, it is possible to e-sign as many papers per day as you need at an affordable price.

What Is Disbursement?

Although authorized petty cash funds may be established for extraordinary situations, the use of electronic purchasing cards is preferable. This policy specifically excludes such unique payments as patient social service vouchers and research payments that are to be so designated by the CBO. Good internal controls in cash disbursements are critical to prevent the loss of cash. Ideally, A/P staff should not be in charge of cash disbursements, to prevent the payment of invalid transactions. This separation of duties can safeguard your cash account. The purpose of this internal control is to make sure that there are deliberate decisions made about who to pay, how much to pay, and when to pay bills.

Otherwise, the checks could be written to friends in payment of fictitious invoices. Prepare a check, payable to the fund custodian to be picked up by, the fund custodian. Note, not all vendors will accept the retained earnings exemption form especially if the form of payment is cash. Use of the University sales tax exemption when purchasing items for other than university purposes is prohibited and may result in disciplinary action.

This is why a Purchase Order is so important for merchandise purchases. It documents the company’s understanding of how much each item will cost, per the vendor’s terms. This includes estimates for freight and any other charges.

Sec 10 Petty Cash Funds.

All check payments must be signed by two individuals. No one person is allowed to authorize a purchase and approve a payment without another signature.

If the fund is related to a grant expenditure, it must be approved by the Director of Grants and Contracts Accounting, John Hernandez. After review, the Controller will sign the requests and a General Ledger account will be assigned for the new Fund. Petty cash funds are available to enable departments to make small, emergency purchases where a purchase order is not cost effective or a procurement card cannot be utilized. Other uses include the establishment of change funds for departments that collect cash receipts on behalf of the university and require change to appropriately complete the cash transactions.

This type of disbursement occurs when an employee uses their position to make payment for an inappropriate purpose. They are on-book fraud schemes, which means that money in the form of checks leaves the entity fraudulently, but is recorded on the books and leaves an audit trail. In this way, entities can become victims of fraud, even when no cash is involved. It is never too late to review your internal controls for cash disbursements. While processes often vary among companies, implementing the items in this checklist should significantly reduce the likelihood of your business becoming the subject of another one of those stories.

The amount of the fund should not exceed the amount of expenditures ordinarily required in a 45 day period. See the Detailed Procedures in Appendix A for step by step instructions on how to open, replenish and close a petty cash fund, change the amount of a petty cash fund or change a Custodian. Petty cash funds provide a convenient way to pay for small expenses, but keeping cash in any office entails risk of misuse or theft. This policy provides procedures designed to mitigate these risks.

The designated person is responsible for maintaining the balance at the imprest level. Disbursements should be supported by receipts. Petty cash is subject to audit at any time by the Controller or designee. Your company may also want to consider the use of dual signatures as a further internal control for cash disbursements.

The below procedures describe the steps to follow to reimburse a petty cash fund. Replenishment of the fund to anyone other than the official Custodian cash disbursement policy will not be allowed. This worksheet must be completed monthly and forwarded to the Business Manager by the 10th business day of the subsequent month.

What Information Should You Include?

To a business, disbursement is part of cash flow. If cash flow is negative, meaning that disbursements are higher than revenues, it can be an early warning of insolvency.

The department is responsible to appoint a custodian, who is a member of the faculty or staff competent in financial matters, to monitor its use and replenishment. Appointment and approval should be made by the department’s business manager or higher; a custodian cannot appoint or approve himself/herself. Access to the fund must be limited to only the custodian.

This will allow the petty cash fund to be brought to the correct level of funds and will cause the Controller’s Office to record an expense to the program in the amount of the loss. The Controller’s Office will monitor these requests and may take action to dissolve the petty cash fund if necessary. Once a purchase has been completed, the individual must submit the original sales receipt to the custodian for reimbursement.

Examples Of Disbursements

Keeping track of your cash, payables, and records can be an organizational nightmare. Your daily cash disbursements should be recorded in your Cash Disbursement Journal at all times. Also, Cash Disbursement Journals may record varying types of expenses by assigning each type of expense a code, or by recording the various expenses in different columns. These journals are used to create yearly balance sheets and other financial statements. Controller’s Office will periodically verify balances identified as petty cash funds in the general ledger against records and actual assets. The custodian is responsible for the cash fund until all of the funds and/or receipts have been submitted to the Controller’s Office and the fund is closed or turned over to a new custodian. The petty cash fund is subject to audits, at all times, by the Controller’s Office, Audit Services, External Auditors and State Auditors.

The loans of both federal and private students are disbursed twice or more in one year. Once the credit goes in the student’s account, he is liable to pay for his tuition fees. Students choose the method of getting the balance out of the available options like direct deposits or cheques or any other method which suits them better.

Be properly authorized by the responsible person or appropriate designees. Modest gifts (not to exceed $50) paid from a UAF fund and given to visitors, students, alumni, and other supporters of UA in recognition of their support of UA. Gifts in excess of $50 must be approved by the Executive Director and Foundation Treasurer. Membership dues in civic and social clubs used to conduct UA-related business.

To ensure payment, advance approval must be obtained from the UAF Treasurer. This can be done by filling out a Spousal Expense Form (seeUAF-Spousal Expense Form) and submitting it to the UAF accounting office at least one week before the anticipated expenditure. Failure to obtain pre-approval will result in non-reimbursement of spousal expenses.

Because you’re spending cash or cash equivalents, you will need to decrease the cash or cash equivalents account. You must also debit the corresponding expense account. Other cash that is collected for any purpose should not be co-mingled with petty cash. Other cash should be deposited promptly using the college provided remittance advice slip and brought over to Financial Services in S-44 for deposit. Fraudsters will forge signatures or complete checks with improper payees, such as themselves. Pick a period of time and obtain the related bank statements, then scan the checks for appropriate signatures and payees. Also consider scanning endorsements if available.

A NASBA-approved course developed by the University of Georgia for government employees. Internal controls are normal balance the first line of defense in assuring that payments are properly processed for goods and services received.

Author: Gene Marks