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Petty Cash Box Request Process

Original Date Effective: 2018-06-12

PURPOSE

This document will explain the process of preparing/releasing/receipting monies for a petty cash box to JSCC personnel, excluding student workers, and/or JSCC club advisor(s) for fundraising purposes.

Only JSCC personnel, excluding student workers, or approved JSCC Clubs can request a petty cash box – see the Club Account Procedures if you are not recognized as a JSCC club or group.

Responsibility of personnel/club advisors receiving petty cash funds

  • Clubs requesting petty cash MUST have an active agency account established with sufficient funds in the account to cover the petty cash requested
  • Account balances will be verified before petty cash box is prepared
  • Only JSCC personnel, excluding student workers, and JSCC club advisors may pick up the petty cash funds
  • Petty cash limit is $100.00
  • JSCC personnel/club advisors should count the petty cash box for accuracy of funds received from the Business Office
  • JSCC personnel/club advisors should not make change from petty cash box if no services are delivered
  • Checks must be made payable to JSCC. The club name can be included on the memo line of the check
  • NO reimbursements from bought purchases can be made from the petty cash box – check request + receipts should be submitted for reimbursement
  • To ensure dual control of cash, two people, independent of the cashier receiving money, should count/reconcile the petty cash box, complete/sign the petty cash deposit slip provided in the box and return the petty cash box with all monies to the Business Office
  • The JSCC personnel, excluding student workers, and/or club advisor will return the petty cash box, along with the monies to deposit, no later than the next business day of the event.
  • Failure to return petty cash box, along with monies to deposit, by the next business day will result in the suspension of petty cash box privileges for the organization/club.

Preparing Petty Cash Monies

  • An email request must be sent to the Business Manager (lrouse@jscc.edu) and Account Clerk II (ekirby@jscc.edu) from JSCC personnel, excluding student workers, and/or the JSCC club advisor at least 24 hours before the petty cash box is needed. Any request received less than 24 hours is not guaranteed to receive a petty cash box. In the absence of the two positions listed previously, an email must be sent to the Director of Business Services (tdellinger1@jscc.edu).
  • The email should contain the following information:
    1. 1. A scanned or e-copy of the approved event form from student activities director
    2. 2. Club account number
    3. 3. Date petty cash box is needed for the event
    4. 4. Amount requested
    5. 5. Denominations needed
  • Business Office will:
    1. Print out a copy of the email
    2. Verify that the person sending the email is JSCC personnel, excluding student workers, and/or the JSCC club advisor
    3. Verify club account for cash balance
      1. Positive cash balance – petty cash box will be prepared
      2. Negative cash balance – notify Business Manager/Director of Business Services
  • The Business Office will prepare a petty cash box, as requested by the email received, from monies in the general drawer after the verification process.
  • The Business Office will prepare a calculator tape of the amount requested. Sign and date the calculator tape and attach inside the petty cash box along with the monies.
  • The Business Office will obtain a petty cash deposit slip form. Complete the top of the petty cash deposit slip and list the amount of petty cash on the form. Initial and date beside the petty cash amount. Highlight the line “Please complete deposit slip & return with deposit” on the petty cash deposit slip form. Place the petty cash deposit slip inside the petty cash box.
  • The Business Office will tape the copy of the email to the outside of the petty cash box and secure funds in the safe until ready for pickup by JSCC personnel, excluding student workers, and/or the club advisor. Email a notification to JSCC personnel, excluding student workers, and/or to the club advisor requesting funds that petty cash box is ready to pick up.

Releasing Petty Cash Monies

  • Only JSCC personnel, excluding student workers, and/or the club advisor(s) can pick up the petty cash box.
  • The Business Office will retrieve the petty cash box from the safe.
  • The Business Office will remove the email from the top of the petty cash box, verify the person picking up the petty cash box is correct and have JSCC personnel, excluding student workers, and/or the club advisor sign and date the email.
  • The JSCC personnel, excluding student workers, and/or the club advisor will need to be prepared to present an ID when picking up the petty cash box.
  • The Business Office will keep the signed email and place it in the general cash drawer in the safe for reconciliation purposes.

Receipting Petty Cash Monies

  • The JSCC personnel, excluding student workers, and/or club advisor will return the petty cash box, along with the monies to deposit, no later than the next business day of the event.
  • NO reimbursements of bought purchases can be made from the petty cash box.
    • A check request, along with all proper signatures, must be prepared with the attached receipts and submitted for final approval to the VPFAA Office.
    • All approved documentation will be sent to Accounts Payable for reimbursement processing.
    • Email notification will be sent by Accounts Payable when check is ready for pickup.
    • The JSCC personnel, excluding student workers, and/or the club advisor will complete the petty cash deposit slip located in the petty cash box with the amount of the deposit, denominations of the deposit and sign/date the deposit slip.
  • Dependent upon whether the JSCC personnel, excluding student workers, and/or the club advisor can wait, the Business Office will:
    • Reconcile the deposit at the time monies are brought back to the Business Office; or
      • The Business Office will count the deposit and return petty cash funds borrowed to the general drawer in the safe
      • The Business Office will prepare a receipt depositing funds into the designated account located on the petty cash deposit slip in the petty cash box
    • Complete mail log form noting who the monies were received from and the amount of monies being returned according to the petty cash deposit slip. Sign and date the mail log form and make a copy and give to the JSCC personnel, excluding student workers, and/or the club advisor.
      • The Business Office will count the deposit and return petty cash funds borrowed to the general drawer in the safe.
        • If a discrepancy is found during the reconciliation of monies to the petty cash deposit slip, a second Business Office staff member will reconcile the drawer.
        • The Business Office will notate the discrepancy on the mail log and the petty cash deposit slip.
      • The Business Office will prepare a receipt depositing funds into the designated account located on the petty cash deposit slip in the petty cash box.
      • The Business Office will scan/email or campus mail a copy of the receipt to the JSCC personnel, excluding student workers, and/or the club advisor, along with any documentation (copy of mail log & copy of petty cash deposit slip) if a discrepancy has occurred.