Petty Cash - Monthly Tally - Boces

Petty Cash Process
Putnam/Northern Westchester
BOARD OF COOPERATIVE EDUCATIONAL SERVICES
200 BOCES Drive, Yorktown Heights, NY 10598-4399
1. Petty cash funds are approved by the Board at the Annual Organizational Meeting in
July.
2. The funds are to be used to purchase small items to support the instructional program
on an emergency basis and are not intended to replace or circumvent the established
purchasing procedures (Policy # 4450, 4310, 4311 and 4311R).
3. Items approved for petty cash payment should not exceed $15.00.
4. An itemized merchant sales receipt, listing only the reimbursement item(s), is required
for each purchase.
5. A “Petty Cash – Request Form” (E-Forms, Form A) indicating the nature of each item
purchased must be completed in full and signed by the person requesting
reimbursement.
6. The itemized receipts and “Petty Cash – Request Form” requests are to be given to the
petty cash designee for review/approval.
7. If appropriate, the petty cash form will be signed by the petty cash designee or
Department Director. All itemized receipts and Petty Cash – Request Forms should be
consolidated throughout the month.
8. On a monthly basis, each petty cash designee seeking reimbursement is to complete a
“Petty Cash - Monthly Tally” (E-Forms, Form B), and consolidate all Request for Petty
Cash forms and receipts. The tally sheet, and all forms and receipts from that month
should be sent to the Business Office for review.
9. Upon review, the Business Office will sign the form authorizing payment, reject with
reason, or request additional information. Upon completion, the tally sheet, all individual
forms, and itemized receipts will be returned to the petty cash designee.
10. Upon receiving official authorization from the Business Office, the petty cash designee
will dispense the petty cash.
11. When replenishment is needed, a “Petty Cash - Replenishment Sheet” (E-Forms, Form
C), along with all supporting itemized receipts and individual petty cash forms must be
sent to the Business Office.
12. All outstanding petty cash funds, journal sheets, individual merchant receipts, and
individual petty cash forms must be submitted to the Business Office by June 15th of
each year.
Petty Cash Monthly Tally – Form B
11/7/2007
pnwb-busoff
Page1 of 2

Putnam/Northern Westchester
BOARD OF COOPERATIVE EDUCATIONAL SERVICES
200 BOCES Drive, Yorktown Heights, NY 10598-4399
PETTY CASH – MONTHLY TALLY
DEPARTMENT:
DIRECTOR/
DESIGNEE:
FROM DATE: TO DATE:
RECEIPT NO. AMOUNT BUDGET CODE BUSINESS OFFICE
APPROVAL
TOTAL
TOTAL APPROVED:
PETTY CASH DESIGNEE SIGNATURE DATE
BUSINESS OFFICE SIGNATURE DATE
Petty Cash Monthly Tally – Form B
11/7/2007
pnwb-busoff
Page 2 of 2