Reimbursements – Petty Cash (Australia only)

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Reimbursements – Petty Cash (Australia only)

Parent Policy

Definition of terms

Support Documentation: Documentation that is required to prove the claim is valid, may include but is not limited to compliant tax invoices and receipts, statutory declarations for Fringe Benefits Tax (FBT) purposes where relevant and travel diaries and expense payment declarations.
Cheque: written order directing a bank to pay a sum of money to a third party.
Cheque Cashing Authority: An agreement with a Westpac bank branch for Monash staff to be able to swap a cheque authorized as payable to “cash” for the equivalent cash amount.

Petty Cash Reimbursement

Complete the Petty Cash Voucher. If the expense includes entertainment complete the section titled “Number of People Attending”.

Responsibility

Requesting Officer

Review the petty cash voucher for compliance with the Reimbursement Policy and ensure that the account codes and support documents are correct. Establish that the expenditure incurred is for legitimate Monash University business and is reasonable for the purpose intended.

Responsibility

Authorising Officer

Take the completed, appropriately authorised petty cash voucher with any support documentation to your departmental petty cash officer.

Responsibility

Requesting Officer

Review the petty cash voucher for compliance with the Reimbursements Policy and ensure that the authorised signatory and support documents are correct. Pay the amount of the claim from the petty cash float.

Responsibility

Petty Cash Officer

When the cash reimbursement is received the “Received by” section of the voucher must be signed by the Requesting Officer. File the petty cash voucher and support documents with the petty cash float.

Responsibility

Petty Cash Officer

Departmental Petty Cash Float Replenishment via Cashiers

When petty cash requires replenishment take a completed and appropriately authorised Petty Cash Reimbursement Claim Form and Summary Entertainment form to the cashiers.

Responsibility

Petty Cash Officer

Review the Petty Cash Reimbursement Claim Form for accuracy and ensure that the authorised signatory and support document are correct. Pay the amount of the claim from the petty cash float.

Responsibility

Cashier

When the cash reimbursement is provided the “Received by” section of the voucher must be signed by the Petty Cash Officer. File the petty cash voucher and supporting documents with the petty cash float.

Responsibility

Cashier

Departmental Petty Cash Float Replenishment via Cheque

When petty cash requires replenishment send a completed and appropriately authorised Petty Cash Reimbursement Claim Form and Summary Entertainment form to Accounts Payable.

Responsibility

Petty Cash Officer

Review the Petty Cash Reimbursement Claim Form for accuracy and ensure that the authorised signatory and support documents are correct. Process the claim form debiting the various general ledger account codes. A cheque is created and issued to the requesting department.

Responsibility

Accounts Payable

Present the cheque to the nominated Westpac branch where registered signatures are held on file. Replenish the petty cash float with the cash received.

Responsibility

Petty Cash Officer

Cashiers Petty Cash Float Replenishment

Complete the Account Statement on the Petty Cash Reimbursement Claim Form as a total of all the associated Petty Cash Reimbursement Claim Forms processed. Fax the completed, appropriately authorised form to Corporate Finance (9905 6358). Send the summary and associated Petty Cash Reimbursement Claim Forms by mail to Accounts Payable.

Responsibility

Cashier

Review the Petty Cash Reimbursement Claim Form for accuracy and ensure that the authorised signatory is correct. Enter a vendor invoice transaction in SAP for the total of the Petty Cash Reimbursement Claim Form debiting account 207010 (Petty Cash Clearing Account - Liability) and crediting account 9800 Vendor Linfox-Armaguard. The text for the remittance advice must reflect where the cash is to be delivered. The payment to Armaguard is included in the daily EFT payment run.

Responsibility

Accounts Payable

Complete a Petty Cash breakdown form detailing the cash requirement and fax to Armaguard (03 8341 9647). Armaguard will deliver the monies the following day.

Responsibility

Cashier

Upon receipt of the associated Petty Cash Reimbursement Claim Forms process a General Journal debiting the various general ledger account codes and credit account 207010 (Petty Cash Clearing Account Liability). The Petty Cash Clearing Account will be reconciled periodically.

Responsibility

Accounts Payable

Petty Cash Float Request for Increase

Send a written request to the Director, Purchasing to Payment Services detailing the amount required, justification for the float or increase, security measures in place, the officer in charge of the float and the cost centre.

Responsibility

Requesting Officer

Review the request and recommend to the Accounts Payable Manager as to whether the float request or increase is acceptable.

Responsibility

Director, Purchasing to Payments Services

If the amount can be collected from a cashier, complete and authorise a claim form for the recommended amount. Send the claim form to the cashiers.

Responsibility

Accounts Payable Manager

If the amount is to be collected from a cashier, notify the Requesting Officer of the availability of funds and make an arrangement to have the money collected. Upon collection review the collecting officers identification and have the back of the claim form endorsed with their signature.

Responsibility

Cashiers

If the amount cannot be collected from a cashier, complete, authorise and process a claim form for the recommended amount. A cheque is created and issued to the requesting department.

Responsibility

Accounts Payable Manager

If the amount cannot be collected from a cashier, present the cheque to the nominated Westpac branch where registered signatures are held on file. Replenish petty cash float with cash received.

Responsibility

Petty Cash Officer

Setting Up a Cheque Cashing Authority With Westpac

When petty cash replenishment collection cannot be completed at cashiers and therefore must take place at a Westpac branch, complete the Authorised Signatory form and send to Corporate Finance.

Responsibility

Requesting Officer

Complete a Westpac Request for Cashing Authority form and send together with the Authorised Signatory form to Westpac. Relevant cheques cannot be cashed until these security measures are in place.

Responsibility

Accounts Payable

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