CASH PURCHASE FUNDS - 8112
Cash purchase funds (petty cash), will be withdrawn from the revolving fund and operated on an imprest basis to provide cash for purchases or services not to exceed $50 (exclusive of sales tax) per purchase or service.
The monthly reconciliation of revolving fund resources will show the total amount advanced rather than cash on hand. Resources consist of cash on hand, unreimbursed invoices, and uncashed revolving fund checks received in the reimbursement of invoices.
See SAM Section 8102 for the accountability for cash purchase funds.
Limitations
Cash purchase funds will not:
- Exceed $200 for each fund, except that cash purchase funds of as much as $750 are authorized where:
- A fund of lesser size would normally require replenishment more often than once a month
- A safe, vault, or money chest adequate to safeguard cash is used.
- Expand the list of types of items agencies/departments are allowed to buy unless otherwise approved by the Office of Procurement. See SAM Chapter 3500, Purchases.
Disbursements
Invoices received for cash payment for goods or services will be on one of the following:
- Disbursement Voucher form, STD 439, or on a vendor's form acceptable to the State Controller's Office.
- Travel Expense Claim form, STD 262, for travel expenses.
The agency/department will prepare the STD 439 in duplicate; the original will be attached to the claim for replenishment and the agency/department will retain the copy. A vendor must complete the Payee Data Record form, STD 204, before payment is issued by the agency/department. See SAM Section 8422.19 and 8422.190.
Reimbursements
The custodian will submit any invoices to the agency/department’s accounting office at least once each month. Based upon these invoices, an agency check or a warrant will be issued to replenish the cash purchase fund.