General InformationPetty cash imprest funds are provided to enable departments to make cash conveniently available for minor business expenditures. Show
The preferred method of reimbursements is by check, requested via a properly authorized and documented check request. Petty Cash cannot be used for salaries or wages, travel advances, items prohibited by University policy, or for cashing personal checks. Purchases for which a University Purchase Order is required may not be made via Petty Cash. Administration of the Petty Cash Imprest FundThe fund custodian has primary responsibility for the Petty Cash funds:
The Petty Cash Fund and receipts are to be maintained in secured storage with access limited to the custodian at all times. A Petty Cash withdrawal request must be prepared for each reimbursement requested. The request form includes the following information: Note that original documentation must be attached and the approval of the Organization Manager is required for withdrawals.
Expenses Eligible for Petty Cash ReimbursementExpenses may be reimbursed via Petty Cash in the following circumstances:
Policy for Internal ControlsThe establishment of strong internal controls for cash receipts or disbursement is necessary to prevent mishandling of funds and to safeguard against loss. Internal controls are also designed to protect employees from inappropriate charges of mishandling funds by defining his/her responsibilities in the handling process. All staff handling cash are expected to adhere to the internal controls safeguards listed below. Note: Any staff member who believes that these controls are not in place or are not being followed should notify the Controller immediately. Internal Control Safeguards
ReimbursementUse the following steps to receive reimbursement for petty cash expenditures for those who have an established petty cash account:
Training SessionsThe Controller’s Office will conduct training sessions on the operation of Petty Cash funds by request as needed and for all new custodians. If you would like to attend a training session, or have any questions about the operation of a Petty Cash Fund, please contact the Office Manager in the Controller’s Office. Closing, Transferring or Adjusting a Petty Cash Imprest Fund
The sum of your reimbursement request and the remaining cash on hand should equal the amount of the original imprest fund. If the fund amount or the custodian is being changed, a new agreement form should be: Note: The old agreement will then be cancelled. What is the major purpose of an imprest cash fund?An imprest account is used for handling minor disbursements whereby a fixed amount of money is set aside for this purpose. Disbursements are made as needed with a receipt or petty cash voucher being completed in each case.
What are the main features of an imprest system?The imprest system is a form of financial accounting. The most common is petty cash. The basic characteristic of an imprest system is that a fixed amount is reserved, which after a certain period of time or when circumstances require, because money was spent, will be replenished.
What is imprest system of internal control?The imprest system is an accounting system designed to track and document how cash is being spent. The most common example of an imprest system is the petty cash system. Manage your business expenses anytime, anywhere with Debitoor invoicing software.
What are the advantages of imprest?Advantages of the Imprest System. #1 – Detection of Fraud. ... . #2 – Reduction in Errors. ... . #3 – Regulation of Petty Expenses. ... . #4 – Reduces the Chief Cashier's Burden. ... . #5 – Simple and Quick Method. ... . #6 – Ease in Reconciliation. ... . #1 – Outdated System. ... . #2 – Inconvenient for Larger Expenses.. |