§ 38.03  PROCEDURES FOR USE OF PETTY CASH FUNDS, CASH CHANGE FUNDS.
   (A)   The City Council hereby appoints and authorizes the City Controller to set or adjust the cash change and petty cash fund amounts for city departments as appropriate at any time, and in compliance with I.C. 36-1-8-2 and I.C. 36-1-8-3, but not to exceed $2,500 for any one fund or individual departmental fund.
      (1)   Cash change fund.
         (a)   A cash change fund shall be used only to make change and to receive cash payments on behalf of the city.
         (b)   To establish a fund, a claim must be filed by the fund custodian, requesting the cash change fund, including a statement regarding the necessity for the fund.
         (c)   The fund must be established by a warrant drawn on an appropriate city fund payable to the officer or employee designated as custodian of the fund and may so be done without an appropriation.
         (d)   All city employees receiving cash for the city shall provide a receipt to the person making payment and retain a duplicate of that receipt in the cash change drawer.
         (e)   At all times, the amount in the cash change drawer of any department shall equal the amount authorized by the City Controller plus the total of the duplicate receipts contained in the cash change drawer.
         (f)   A cash change fund shall be returned to the appropriate city fund whenever there is a change of custodian of the fund or if the fund is no longer needed.
      (2)   Petty cash fund.
         (a)   A petty cash fund shall be used only to pay small or emergency items of operating expense.
         (b)   To establish a fund a claim must be filed by the fund custodian, requesting the petty cash fund, including a statement regarding the necessity for the fund.
         (c)   The fund must be established by a warrant drawn on an appropriate city fund payable to the officer or employee designated as custodian of the fund and may so be done without an appropriation.
         (d)   The custodian of a petty cash fund shall periodically submit a voucher to the City Controller, with all original receipts totaling the cash expended attached, so that the fund can be reimbursed. Reimbursement payments must be approved and made in the same manner as required for other expenditures and, therefore, may be paid only from appropriated funds.
         (e)   At all times, the total cash in the petty cash fund plus the amount of unreimbursed receipts shall equal the amount authorized for that fund.
         (f)   A petty cash fund shall be returned to the appropriate city fund whenever there is a change of custodian of the fund or if the fund is no longer needed.
   (B)   The City Controller, representatives of the State Board of Accounts, or their designees, may at any time audit the cash change and petty cash fund accounts of any department of the city.
(Ord. 33-8-96, passed 8-26-96; Am. Ord. 47-11-97, passed 11-24-97; Am. Ord. 4-1-01, passed 1-23-01; Am. Ord. 26-06-19, passed 7-9-19)