BP 11122023 129pm - Flipbook - Page 28
should complete an expense report, attach original receipts, and submit documentation to
supervisor, who should review documentation for propriety, approve and date expense report,
and submit documentation to business office for payment. Expense report should be used to
clearly distinguish expense payment from compensation payment.
Check Payments: All check disbursements should be made out to a specific party, using the
invoice as the source document, not an estimate/bid or packing slip. Under no circumstances
should a check be made payable to "Cash=. After checks are prepared, the documentation
supporting a check should be attached to each check and presented to check signer, who should
review completed check and attached documentation for accuracy and completeness before
signing check. All supporting documentation should be attached to the copy of original check
and filed in vendor files.
Advance planning is required for vacations and other times when check signer(s) are scheduled
to be out of the office. A completed check can be signed and held securely until due. Under no
circumstances should blank checks be signed.
Checks should be secured in a fireproof safe, or cabinet with a lock, when not in use. Access
should be limited to individuals that have authority to process checks. Checks should be prenumbered, used in consecutive order, and recorded in the general ledger when used. When a
mistake is made on a check it should be marked as voided on the physical check and in the
accounting system. The check should be filed for evidence that it was voided.
Petty Cash: Petty cash may be used for minimal incidental expenses, such as postage, making
change, etc. Under no circumstances should a check be made payable to
