Petty cash budget
From Interlock Rochester Wiki
To start, I would like to propose we have a petty cash budget of $25, effective immediately.
We don't want the list of approved items to be too broad, but there should be some amount of leeway when it comes to how flexible we are on approved purchases. Within the petty cash budget, however, we will need some element of strictness enforced to keep our costs down.
I will purchase a locking box for the cash fund. Only officers will have access to the key for this box. If you make a purchase for petty cash, put it inside the envelope on the outside of the box with your name if an officer is not present. Receipts for approved items will be accepted and reimbursed immediately on Tuesdays or Thursdays when an officer will nearly always be present. Whoever reimburses a member for their receipt must log the amount of reimbursement with their initials on the logging space provided on the petty cash box. Receipts should be kept INSIDE the box once they have been reimbursed. Instructions for this process will be included with the box until we get the hang of it.
Each month, the log will be replaced, and a new total amount reflecting the amount in the current month's fund will be posted on the petty cash envelope.. Unused amounts from previous months will be carried over and added to the next month's fund. The fund will always start with at least $25 in the fund (and more if funds from a previous month are carried over)
Come to the treasurer (currently Ashley) first. Mark, Brian, or Alan can unlock the box and reimburse you for approved items if the treasurer is unavailable.
Cleaning supplies (Draino, Windex, etc) <- do not buy name brands unless absolutely necessary Paper towels <- Should not be more expensive than $1/roll for these purchases.* Plastic silverware, plates, cups <- use your judgement -- these expenses should not exceed $2 per item. Advertising materials - flier printing ($5 max reimbursement-- must be reasonable and for a specific event-- business cards and larger promotional materials would be handled outside of petty cash.) Items approved in advance by 2 officers (not to exceed $10 reimbursement, unless meeting conditions below)*
- In some cases, Sam's club or BJ's purchases will be preferred for items we will be buying in bulk-- if the purchase is reasonable and included under approved items, arrangements can be made at the discretion of a minimum of 2 officers to reimburse a member outside of the petty cash budget to ensure we have monies left over for misc. petty cash purchases. (IE: if we buy a 30 pack of paper towels we can choose to deduct this as one large expense and reimburse via check or paypal without dipping into the entire month's petty cash supply.)