56. Petty cash

56.1. Where a single item is for less than £10 and it cannot be paid by purchasing card, it should be paid from departmental petty cash if possible. It must be supported by receipts or vouchers where available.

56.2. The Director of Finance shall make available to departments such imprest floats as he or she considers necessary for the disbursements of petty cash expenses. However, it is important for security purposes that petty cash imprest floats are kept to a minimum.

56.3. Requisitions for reimbursements must be sent to the Director of Finance, together with appropriate receipts or vouchers, before the total amount held has been expended, in order to retain a working balance pending receipt of the amount claimed

56.4. The member of staff granted a float is personally responsible for its safe-keeping. The petty cash box must be kept locked in a secure place in compliance with the requirements of the University’s insurers when not in use and will be subject to periodic checks by the College Dean/Director of Service or another person nominated by him or her.

56.5. Petty cash records must be maintained in a form prescribed by the Director of Finance and expenditure should be recorded on an imprest accounts basis.

56.6. At the end of the financial year a certificate of the balances held should be completed by the member of staff responsible for the float and counter-signed by the College Dean/Director of Service.