The Treasurer’s Office recognizes the convenience a petty cash fund affords in the day-to-day operation of the District, but we are also aware of the abuses that can result from the establishment of such funds unless proper controls are in place.
The Board of Education has authorized two revolving-type petty cash funds in the care of the Treasurer. Each are established in the amount of $1,000 with the general petty cash fund maintained in the Treasurer’s Office and the athletic petty cash fund maintained by the Clyde High School Athletic Director.
The maximum reimbursement amount to employees for the general petty cash fund is $15.00 per item request. Consecutively numbered receipts from the same location are considered an attempt to circumvent this rule and will be considered as one item. The only exceptions to this amount will be athletic officials payments, student book orders and other items so approved by the Treasurer. As the District is exempt from taxes, sales tax, as a general rule, will not be reimbursed.
Petty cash reimbursement forms are available in all school offices and must be approved by the building administrator. Receipts for items purchased must be attached. Please circle or highlight the specific item being reimbursed where multiple items appear on the receipt. Forms should be forwarded to the Treasurer’s Office upon completion.
The athletic petty cash fund will be used for the sole purpose of paying athletic contest officials and entry fees/registrations of athletic tournaments. The signature of the Athletic Director or Treasurer will be required on each check.
Both accounts will be reconciled on a monthly basis by the Treasurer.
