bdd petty cash and purchase voucher training for internet

Wednesday, April 12, 2023 Buckman Direct Diversion 1

BDD FY2012 Petty Cash and Purchase Voucher Training

Preliminary Procedure


Training Agenda1. 9:00-9:15 am: How to complete Petty

Cash reimbursement request2. 9:16-9:30 am: How to complete Purchase

Voucher reimbursement request


ObjectivesKnow Section 10 Petty Cash Purchases, page 43 of the City of Santa Fe Purchasing Manual.Know where to locate a blank Petty Cash Reimbursement VoucherProvide the required information on the Petty Cash Voucher.Know how to receive your petty cash reimbursement.Know the City of Santa Fe policy on Purchase Vouchers.Know where to locate a blank Purchase Voucher.Provide the required information on the Purchase Voucher.


Section 10 Petty Cash Purchases, p. 43 City of Santa Fe Purchasing ManualRemember: “One limit, two doc’s, three siggies.”

• <= $75.00 only

1

Dollar Limit

• Completed Petty Cash Reimbursement Voucher signed by employee and Department or Division Manager.

• Attached invoice or purchase receipt itemized with quantity, unit price, and total extended cost with item description.

2 Document

s• Finance Department Director if $50-$75 or

designate• Finance Department designate if <$50• Department Director or Division Manager

3 Signature

s


Where do I find the Petty Cash Reimbursement Voucher?

• Username:• Password:• http://www.ci.santa-fe.nm.

us/cityhall/cityhall.html

City of Santa

Fe Intrane

t

http://www.ci.santa-fe.nm.us/cityhall/cityhall.html



Use the City’s Intranet 1. Click on Finance Documents

2. Click on Petty Cash Voucher


Properly Provide the required information on the Petty Cash Voucher.

Discussion Questions:1. How much is the total

voucher amount?2. Who signed for Finance?3. How many receipts should

Erika have attached to the voucher?

4. After Erika completes the 1, 2, 3’s for the voucher, what should she do with the document?

5. If she’d spent $80 on postage with cash, could she split it up on two forms?

6. What if she’d bought 1 space heater for $80, could she split it up on 2 forms?


Know how to get your petty cash reimbursement

2. Employee takes the

documents to City Finance, 1st Floor, 200

Lincoln Avenue, Santa Fe, NM

3. Employee goes to Accounting window in City Finance’s main

hall and presents voucher for Finance

Signatures(s).

4. Employee takes the signed voucher down the hall to Cashiers window on 1st Floor, 200 Lincoln Avenue, Santa Fe, NM. Clarence Romero is the

City Cashier

1. Employee completes the

1, 2, 3’s

Go do: Read page 187 of the city’s Personnel Rules and Regulations


Page 187 Personnel Rules and Regulations


Page 188 Personnel Rules and Regulations


Know the City of Santa Fe Policy on Purchase Vouchers

• Applicable to full or part time non-union classified, exempt, and term employees. Every 12 mos.

• Business Unit 62107 and Object Account 556205

Non-Union Employee Eyewear

Benefit, p. 107 policy 2100-1-1

• PROHIBITED reimbursements include: Office snacks, meals, or beverages, refreshments for recurring staff meetings or other regular meetings; celebrations for employee birthdays, employment anniversaries or leaving city employment; personal cards and flowers for staff or families; entertainment, sightseeing, cover charges or tickets to events or shows, gifts, limos, parking tickets or fines; alcohol; political contributions or donations, contributions to non-profits or private organizations; holiday parties or refreshments.

Costs Not Covered Under

Travel/per Diem 2100-

3-1

• Refer to Exhibit III

Resolution 2003-104 Adopting Per Diem and Mileage Act, Section 10-8-

1 to 10-8-8 of NMSA 1978


Where do I find the Purchase Voucher?

• Username:• Password:• http://www.ci.santa-fe.nm.

us/cityhall/cityhall.html

City of Santa

Fe Intrane

t




Use the City’s Intranet 1. Click on Finance Documents

2. Click on Purchase Voucher. You may type in the form.


Properly Provide the required information on the Purchase Voucher.


Properly Provide the required information on the Purchase Voucher.

A check will be mailed to the name and address provided in section 7 of the form. We do not need to use PO Box 909.

Registration Fees and examination fees may be reimbursed under the “Purchase” authorization provided: No registration or

exam fee includes lodging or meals.

bdd petty cash and purchase voucher training for internet

Documents

petty cash voucher

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