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  • 2. Hi Naseef, yes I will explain the petty cash process to Lee today
  • Petty Cash Definition List of items which can be procured through petty cashItems which may not be procured through petty cashItems which may not be procured through petty cash Management of petty appointment of petty cashPurchasing of AssetsReplenishment of Petty Cash
  • 1. Good morning Donovan, Please remember to take Lee through the petty cash topics listed on the whiteboard.
  • The definition of petty cash
  • 2. Hello Donovan, I am well thank you. Oh petty cash training...great! Before we get started, can you briefly explain what petty cash is.
  • 3.Petty cash is a small amount of discretionary funds in the form of cash used for expenditures where it isnot sensible to follow the procurement process. Let's meet up in the boardroom to have a further discussion on the process .
  • 1. Hey Lee I hope you are well today. Naseef would like me to take you through the petty cash process.
  • 1. Have a look at the items on the board Lee. These are the items that may be reimbursed from petty cash.
  • Petty Cash ProcurementCoffee, tea, sugar, and milk.Biscuits, muffins, and cake aligned to healthy catering guidelines.Pen and pencils (only in urgent cases).Cutting of keys and a locksmith.Plugs/extension leads (only in urgent cases).Small tools (only in urgent cases).Cleaning agents (PPE only in urgent cases).Catering up to R2 000.00
  • 3. That is correct. In order for an official to claim petty cash, the item that he or she has purchased has to be in line with the financial policy.
  • 2. Donovan, if I am understanding correctly, An official can be reimbursed for only certain goods?
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  • Petty Cash Procurement Goods or services that cannot be obtained under normal circumstances, for which a motivation approved by the Delegated Authority must be provided. e.g., hiring of a venue where payment is needed in advance.
  • 1. Any other items not listed on the board must be pre-approved by the relevant senior manager before purchasingof item. Goods such as airtime and data claim and condiments used in coffee machines are excluded from petty cash. Do you have any questions before we conclude this session Lee?
  • 2. I am beginning to understand the petty cash process a lot better now thanks to you. I have no questions for today, thanks for a very informative session Donovan.
  • 1. Good day Donovan, can you explain where and how petty cash is stored?
  • Management of Petty Cash - Responsibilities of the appointed Petty Cash OfficerEnsure that the petty cash is kept in a secure and safe environment to avoid unauthorised access to the cash. Ensure the money is kept in a lockable money box and cabinet/cupboard.Ensure that all expenses reimbursed from petty cash meet the requirements, as prescribed in the petty cash Policy of the Department
  • 2. Good morning Lee, In order for petty cash facilities to be established, the written approval of the CFO or his/her delegate must be obtained. Petty cash monies must be kept separately from other provincial government monies, but not necessarily in separate safes.
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  • 1. Wow! A petty cash officer has a lot of responsibilities that he or she has to undertake.
  • Management of Petty Cash - Responsibilities of the Petty cash officerRecord-keeping of all transactions relating to petty cash expenditure. These records must be readily available for auditing purposes.Timeous replenishments of amounts at the cashier to ensure cash is readily available in the Directorate. The request for replenishment of petty cash form must be completed and submitted to financial management for reimbursement. Any losses or discrepancies must be reported immediately to financial management for investigation.
  • 2. Correct, that is why regular inspections are done by the Departmental Accounting and IC unit to ensure petty cash is utilised for its intended purpose and in line with the petty cash Policy
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