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(a) Purpose. The purpose of this policy is to provide clear guidelines for the establishment, management and usage of the petty cash fund for all departments within the City of North Royalton. The petty cash fund is intended for incidental, day-to-day business expenses to facilitate the quick and efficient processing of small transactions.
(b) Securing Funds. The custodian is responsible for secure cash handling, accurate record-keeping, and compliance with company policies. Petty cash should be secured in a locked box or drawer at all times.
(c) Authorized Petty Cash Expenses. Employees may request money from petty cash or reimbursement for small incidental purchases made on behalf of the department within the City. The City will not reimburse the employee for any sales tax incurred for the purchase. Employees should request a blanket tax exemption form from the finance department to present to the vendor at the time of the purchase to avoid paying sales tax.
(d) Recordkeeping.
(1) The petty cash custodian should keep a log or ledger of petty cash distributions for accountability of disbursement of cash. See the sample copy of the Petty Cash Ledger in the Appendix following this chapter. The ledger should include the following information:
A. Date of transaction
B. Vendor or payee
C. Description of the expense
D. Amount of expense
E. Account number for the expense
F. Original sales receipt
(2) Original receipts for all petty cash transactions must be submitted to the custodian promptly, and the receipts should be attached to the petty cash log and clearly show the date, amount, and nature of the expense.
(3) The custodian should document the name of the individual who requested cash as well as the date requested. It would be helpful when trying to recall who needed the money from the petty cash fund, if they forget to return with the receipt and cash immediately.
(e) Reconciliation. The petty cash custodian should perform and document a reconciliation of petty cash transactions each month. The reconciliation will include the total cash on hand along with the receipts on hand to make sure the total cash plus expenses equals the imprest petty cash balance. Any discrepancies, issues or concerns should be immediately reported to the Finance Director.
(f) Internal Audit. The Finance Department will conduct unannounced internal audits on the petty cash funds during the fiscal year to ensure compliance with the internal controls in place. The custodian is responsible for facilitating the audit process and addressing any discrepancies.
(g) Replenishment.
(1) When the petty cash balance drops to half of the imprest value required by Section 232.07, the custodian should submit a replenishment request to the Finance Department. These requests should include the original receipts and a summary of the expenditures along with purchase requisitions with the related expenditure line items to be charged for each expense. The petty cash expenses should also be turned in to the Finance Department for replenishment at the end of the fiscal year to make sure expenses are recorded in the proper fiscal year.
(2) The Finance Department will process a check made payable to the related department petty cash custodian or director. The payee should promptly cash the check at a bank and add the cash to the petty cash fund.
(h) Custodian. Each department director will be responsible for being the custodian of their specific department's petty cash allotment approved by City Council. They may appoint a designee to be the custodian of the department's petty cash, but ultimately the department director should ensure that all petty cash is accurate and accounted for.
(i) Change in Personnel. On the last date of employment of the custodian or designee (regardless of reason), the Finance Director or Assistant Finance Director should reconcile the petty cash fund with the outgoing petty cash custodian to provide assurance that all cash and receipts for expenses are accounted for prior to hiring a new custodian or designee. The outgoing employee will sign the reconciliation form to indicate that petty cash account currency and receipts are reconciled at that time.
(Ord. 24-184. Passed 11-19-24.)
(a) Council hereby establishes a fund to be known as the "Enforcement and Education Fund" for the deposit of funds from the Clerk of Courts for offenses of driving under the influence of alcohol or drugs.
(b) The deposit of funds shall be made in the same manner as are made to the Law Enforcement Trust Fund.
(c) Expenditures from this Fund may be made only at the written direction of the Chief of Police and may be used only to subsidize the North Royalton Police Department's efforts to enforce driving while intoxicated laws and to educate adults and juveniles of the laws governing operation of a motor vehicle while under the influence of alcohol, the dangers of operation of a motor vehicle while under the influence of drugs and other information relating to the operation of a motor vehicle and the consumption of alcoholic beverages.
(Ord. 92-76. Passed 3-17-92.)
(a) There is hereby established a fund to be known as the "Drug Law Enforcement Fund" for receipt of funds from the Clerk of Courts from the mandatory fines or bail forfeitures imposed by the Court as a result of a conviction for one of the following:
(1) Corrupting another with drugs (ORC 2925.02(D)).
(2) Trafficking in drugs (ORC 2925.03(H), (J), (K)).
(3) Drug abuse (ORC 2925.11(E)).
(4) Possessing drug abuse instruments (ORC 2925.12(D)).
(5) Permitting drug abuse (ORC 2925.13(D)).
(6) Possession of drug paraphernalia (ORC 2925.14(G)).
(7) Obtaining drugs by deception (ORC 2925.22(C)).
(8) Illegal processing of drug documents (ORC 2925.23(G)).
(9) Abusing harmful intoxicants (ORC 2925.31(C)).
(10) Trafficking in harmful intoxicants (ORC 2925.32(F)).
(11) Illegal dispensing of drug samples (ORC 2925.36(D)). (12) Counterfeit controlled substances (ORC 2925.37(L)).
(b) Receipt of funds to the Drug Law Enforcement Fund shall be in the same manner as the Law Enforcement Trust Fund.
(c) Expenditures from the Drug Law Enforcement Fund shall be made only at the written direction of the Chief of Police, and expenditures may be made only to subsidize the North Royalton Police Department's efforts pertaining to drug offenses.
(Ord. 92-77. Passed 3-17-92.)
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