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Petty Cash Procedure - 62.07.05

College Policy Number/Title:

The Howard Community College finance office assists in determining the need for and approval of cash funds held outside of the finance office. The cash fund is intended for the purposes of providing customers change (coin and currency) at college events, and may not be used for making any purchases.

Each fund requires an employee custodian to be responsible for the security, appropriate distribution, reconciliation, and timely replenishment of the cash fund. All cash funds, must be maintained in a secure space (e.g., a stationary safe) or a locked cabinet or drawer. Prior to any cash issued, the individual responsible must meet with finance office staff to review proper procedures for cash use and sign off on receiving the cash.

Twice a year, all cash funds will be audited by finance office staff. If it is determined that funds have not been properly accounted for, the individual who received the reimbursement or the individual responsible for the fund must reimburse the college for the inappropriate disbursement.

The fund should be reconciled at year-end to ensure that all funds are properly accounted for as of June 30.

Effective Date: 03/11/22

President's Office Use:  VPAF

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