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<br />2. Accountin2 Controls <br /> <br />The following guidelines will govern the use and keeping of the Petty Cash Fund. <br /> <br />a. The Petty Cash Fund will not exceed the amount of $1 00. <br /> <br />b. The Change Fund will not exceed the amount of$IOO. <br /> <br />c. The Petty Cash Fund will be kept by the custodian in a locked box. The locked <br />box shall be kept in a secure place. The custodian will be the only person with <br />access to the funds. Similarly, the Change Fund will be kept in a locked box in <br />a secure place. The custodian of the Change Fund will have the only access. <br /> <br />d. Payment for items costing over $25 must be made by check rather than <br />reimbursed through petty cash. <br /> <br />e. Withdrawals from the Petty Cash Fund will be made only by completing a <br />Petty Cash Voucher. The voucher must state the date and amount of the <br />withdrawal, the reason the cash was withdrawn, the expenditure account to <br />which the expense should be charged, and the name and signature of the <br />person receiving the cash. The voucher shall also contain the signature of the <br />City Administrator approving the withdrawal. <br /> <br />f. Supporting documentation (receipts, invoices) must be attached to each <br />voucher. <br /> <br />g. Unannounced counts of petty cash and change will be made on occasion by the <br />Finance Director. <br /> <br />h. No staff member shall be allowed to cash personal checks, including pay <br />checks, in the petty cash or change funds of the city. <br /> <br />1. Under no circumstances shall staff members be permitted to borrow from petty <br />cash or change funds for personal use. <br /> <br />III. Cash Receipts <br /> <br />Goal <br /> <br />. <br /> <br />The goal of the city council in establishing an internal control system for cash receipts is <br />to safeguard the assets of the city and to ensure an appropriate level of fiduciary <br />responsibility. <br /> <br />6 <br />