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2. Accounting Controls <br /> The following common internal controls relate to payroll: <br /> a. Time sheets are required to document employee hours, including overtime, <br /> and leave time. <br /> b. Time sheets must be signed by the employee's immediate supervisor and the <br /> City Administrator authorizing payment for work. <br /> c. Employment records will be maintained for each employee that detail wage <br /> rates, benefits, taxes withheld, and any changes in employment status. <br /> d. Payroll- related taxes, including employer share, shall be withheld and paid to <br /> the appropriate government agencies on a timely basis. <br /> e. The Finance Director will review and sign all payroll tax returns and will <br /> assure that taxes and other withholdings are paid when due. <br /> f. Written personnel policies shall dictate the accounting for vacations, holidays, <br /> sick leave and other benefits. <br /> g. A list of payroll checks written, with appropriate taxes withheld, will be <br /> maintained in a separate payroll register. <br /> III. Petty Cash <br /> Procedures <br /> 1. Segregation of Duties <br /> The petty cash fund is available to staff to make small purchases or reimbursements, <br /> in cash, for items such as stamps, office supplies, parking, etc., using the following <br /> guidelines: <br /> a. The Account Clerk shall be the custodian of the Petty Cash Fund and will be <br /> the only person to have access to the cash. <br /> b. The custodian (Account Clerk) of the Petty Cash Fund shall be responsible for <br /> reconciling the fund on a monthly basis. <br /> c. The Account Clerk will arrange for replenishment of the Petty Cash Fund. <br /> 2. Accounting Controls <br /> The following guidelines will govern the use and keeping of the Petty Cash Fund. <br /> a. The Petty Cash Fund will not exceed the amount of $200. <br /> 4 <br />