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ANNEX A - CHAPTER 7
PETTY CASH FUND
REGULATIONS GOVERNING USE
GENERAL
1. Petty cash funds are issued on the written authority of mess committees, base fund committees, the BComd, B Admin O or CANEX National Managers (NMs).
2. Petty cash funds shall not normally exceed $200 and shall not exceed the authorized limits of the secure facilities available. Where more than $200 is required the BComd, B Admin O or CANEX NMs must approve, in writing, the request for the fund.
PURPOSE
3. The funds are intended for expenditures of items when it is not practical to pay for them by cheque or through the invoicing procedures of the NPFAS.
RESTRICTIONS
4. Payments from a petty cash fund shall be limited to amounts not in excess of $200 in any single instance. Petty cash expenditures are for expense items only and payments for merchandise for resale or salaries are not to be made from these funds. In addition, they shall be subject to such further restrictions as may be imposed by the mess committees, base fund committees, BComd, B Admin O, PSP Mgr or CANEX NMs.
RESPONSIBILITIES OF FUND HOLDER
5. The petty cash fund holder shall:
a. obtain a sales slip/voucher for each petty cash expenditure;
b. seek reimbursement of the fund at least once each month by submitting a Recap of Petty Cash Expenditures (Annex G ) signed by the appropriate approving authority and supported by the sales slips or vouchers;
c. return the funds to the NPFAS when they are no longer required or when ordered to do so by the NPFAS or some other competent authority;
d. ensure that no single expenditure exceeds $200; and
e. ensure that the monies and/or vouchers totaling the amount of the fund are properly secured at all times.
6. The petty cash fund holder shall not:
a. lend, exchange or otherwise apply the funds for any purpose or in any manner not authorized by proper authority;
b. cash personal cheques or other negotiable instruments;
c. make any personal expenditures from the fund; and
d. pay salaries or commissions to a person or company.
SECURITY
7. A petty cash fund not in excess of $1,000 may be stored in an approved filing cabinet equipped with an approved padlock as per CFAO 202-2 and NDSP, Chapter 8.
REIMBURSEMENT
8. When the petty cash fund holder purchases material or services, the holder shall obtain an original sales slip or invoice marked "PAID". When the original invoice or sales slip is not obtainable, the available copy shall be certified to the effect that the original has not been and will not be passed for payment and shall be signed by the petty cash fund holder.
9. Reimbursement shall be obtained by submitting the vouchers approved by the appropriate authority together with a "Recap of Petty Cash Expenditures" (Annex G ) to the NPFAS. After having satisfied himself that the vouchers are in order, the NPFAS shall annotate "REIMBURSED" prominently on the face of each voucher by rubber stamp or in red ink.