coast community college district petty cash
The following are guidelines & procedures established by District Accounting and the Board of Trustees. District Petty Cash Funds are to be
used for small urgent/emergency purchases. Any single expenditure (same store/same day) is limited to $50. See below for other restrictions:
Items that may be reimbursed through petty cash:
v Mileage under $10 per employee for any one calendar
month. (Any employee whose mileage exceeds 310 for
any one calendar month must submit a Mileage
Reimbursement Request Form)
v Supplies - Instructional and/or office supplies within
(7 Maintenance - Maintenance of equipment supplies.
v Vehicle Supplies - District vehicle supplies.
Petty cash fund receipts must include the following:
Store Name, Purchase Date (must be less than 30 days old),
Îtemization or list of items bought, Total Purchase Price and
Proof/Type of Payment (cash, charge, check).
The following are examples of unacceptable receipts: Older than
30 days, For more than $50, Multiple receipts from same vendor
purchased on same day exceeding $50, Receipts torn/split into two
receipts to avoid $50 max. and Receipts for a credit amount due to
an exchange (original receipt showing proof of purchase and
payment must be attached.
Items that will NOT be reimbursed through petty cash:
A Equipment - ALL equipment purchases must be made
with a Purchase Order.
X Purchases over $50 - ALL purchases that exceed $50
must be made with a Purchase Order.
A Personal Office Items - These include but are not limited
to Medicines (such as Advil, Tylenol, etc.), coffee,
creamer, sugar, candy, etc. These types of items MAY
NOT be reimbursed through District and/or College
Æ Board Approvals/Administrative Decisions (Approvals) -
ALL purchases which require either a board approval or
an administrative decision (approvals), must be made
with a Purchase Order.
Board Approval Items may include:
Field Trips
0 Mileage/Parking for Conferences and/or Travel
“e Date on invoice is over 1 year old
Food & Food Service products such as paper plates, bowls,
cups, napkins, silverware, etc. (The only exception is when these
items are purchased by an area where this is a required or regular
part ofthe environment such as the Children's Center or Lab
School, the Cafeteria or Food Service, the Food & Nutrition
and/or Science classes.)
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