The employee responsible to approve all petty cash reimbursements will not be the custodian of the float, and will be an authorized signatory on the account being charged. On a bi-monthly basis or as required, the petty cash float is to be replenished by the Comptroller's Office. The total of the summary must agree with the total of the petty cash vouchers. Total vouchers as per the summary, plus remaining cash float, must equal the float issued. The custodian is responsible for safeguarding petty cash and must ensure that the petty cash box is locked in a filing cabinet or safe when not in use.
Keys allowing access to the petty cash fund are the sole responsibility of the custodian.
Thefts of petty cash funds are to be reported to the Campus Enforcement and Patrol, Internal Audit Office and the Comptroller's Office immediately. As expenditures are made, place the receipts in a cash box or locked drawer to replace the money expended. The receipts and the cash on hand must always equal the total amount of the imprest fund for control purposes. Receipts should be kept separately from the cash. Reimbursement of coffee supplies are strictly prohibited with the exception of supplies required by Deans, Directors and Principal for hosting.