This document provides standard operating procedures for petty cash fund management for the Independent Elections Commission of Afghanistan. It details the process for setting up a petty cash fund including requesting approval, establishing a cashbook to record transactions, procedures for disbursements and purchases from the fund, replenishing the fund when it reaches 80% usage, and monitoring requirements including weekly cash counts. Key roles and responsibilities are also outlined.
This document outlines the standard operating procedures for the finance department of Pak Pap (Pvt) Ltd. It details policies for human resources, accounts, internal audit, inventory, purchases, stock transfers, production, and sales. Proper documentation and approval procedures are established to ensure accurate financial reporting and compliance.
Petty Cash Management - Introduction to Petty CashDavid Olson
This presentation explains what petty cash is, provides some suggested practices, describes how to set up the account, and provides step-by-step instructions for getting started.
Cashiers' Key responsibility areas ( KRA)
Float Bag
Cash Counter Guide Line
Billing Type & Activity
Packing Procedure
EDC & Card Payment information
Manual Bill Info.
Advance receipt
Cancelled Bill Guideline
INR Fake Note Detection [Verification]
The document outlines policies and procedures for managing a petty cash fund, including allowable expenses, reimbursement processes, record keeping requirements and controls to ensure the security of funds. It identifies potential control deficiencies such as lack of documentation, unauthorized transactions, and improper record keeping. Recommendations are provided to strengthen controls and ensure the petty cash fund is properly managed.
Vouching:Meaning, Definition, Importance
Routine Checking And Vouching,
Voucher And Types Of Voucher
Vouching of receipts-cash sales,
Receipt from debtors,
Proceeds From The Sale Of Investments,
Vouching Of Payments,
Cash Purchase,
Payment To Creditors,
Deferred Revenue Expenditure.
The document outlines the petty cash flowchart for RAI Inala. It states that for expenses under $50, a requisition form is required but no further approval is needed. For expenses over $50, the CSW must discuss with the Senior Practitioner how it relates to the case plan. Once paid, the CSW must submit the receipt and change to the Service Coordinator along with the requisition form. The Service Coordinator will then enter the details into the petty cash receipt book. All expenses over $50 require approval. CSWs can request funds after the form is received and co-sign in the receipt book. In urgent situations, CSWs can access funds and be reimbursed later. If
This standard operating procedure document outlines the processes that members of Orbit Advertising must follow. It details procedures for:
1) Handling jobs and creating a creative brief for each job with a job number.
2) Creating quotations for clients and obtaining quotations from vendors to provide to clients.
3) Preparing and sending invoices to clients after jobs are completed and delivered, and to vendors.
4) Recording all payments received from clients and made to vendors/suppliers in the appropriate modules.
5) Tracking all company expenses and keeping receipts on file.
This document discusses petty cash, including:
- Petty cash refers to small, regular business expenses like stationery, cleaning supplies, and refreshments that are paid in cash.
- Petty cash payments are recorded in a petty cash book to track spending.
- A petty cash voucher is used to document each expense and must be attached to receipts.
- The imprest system provides an initial fixed amount (the "float") in the petty cash fund, which is replenished after expenses are deducted to restore the original amount.
This document outlines the standard operating procedures for the finance department of Pak Pap (Pvt) Ltd. It details policies for human resources, accounts, internal audit, inventory, purchases, stock transfers, production, and sales. Proper documentation and approval procedures are established to ensure accurate financial reporting and compliance.
Petty Cash Management - Introduction to Petty CashDavid Olson
This presentation explains what petty cash is, provides some suggested practices, describes how to set up the account, and provides step-by-step instructions for getting started.
Cashiers' Key responsibility areas ( KRA)
Float Bag
Cash Counter Guide Line
Billing Type & Activity
Packing Procedure
EDC & Card Payment information
Manual Bill Info.
Advance receipt
Cancelled Bill Guideline
INR Fake Note Detection [Verification]
The document outlines policies and procedures for managing a petty cash fund, including allowable expenses, reimbursement processes, record keeping requirements and controls to ensure the security of funds. It identifies potential control deficiencies such as lack of documentation, unauthorized transactions, and improper record keeping. Recommendations are provided to strengthen controls and ensure the petty cash fund is properly managed.
Vouching:Meaning, Definition, Importance
Routine Checking And Vouching,
Voucher And Types Of Voucher
Vouching of receipts-cash sales,
Receipt from debtors,
Proceeds From The Sale Of Investments,
Vouching Of Payments,
Cash Purchase,
Payment To Creditors,
Deferred Revenue Expenditure.
The document outlines the petty cash flowchart for RAI Inala. It states that for expenses under $50, a requisition form is required but no further approval is needed. For expenses over $50, the CSW must discuss with the Senior Practitioner how it relates to the case plan. Once paid, the CSW must submit the receipt and change to the Service Coordinator along with the requisition form. The Service Coordinator will then enter the details into the petty cash receipt book. All expenses over $50 require approval. CSWs can request funds after the form is received and co-sign in the receipt book. In urgent situations, CSWs can access funds and be reimbursed later. If
This standard operating procedure document outlines the processes that members of Orbit Advertising must follow. It details procedures for:
1) Handling jobs and creating a creative brief for each job with a job number.
2) Creating quotations for clients and obtaining quotations from vendors to provide to clients.
3) Preparing and sending invoices to clients after jobs are completed and delivered, and to vendors.
4) Recording all payments received from clients and made to vendors/suppliers in the appropriate modules.
5) Tracking all company expenses and keeping receipts on file.
This document discusses petty cash, including:
- Petty cash refers to small, regular business expenses like stationery, cleaning supplies, and refreshments that are paid in cash.
- Petty cash payments are recorded in a petty cash book to track spending.
- A petty cash voucher is used to document each expense and must be attached to receipts.
- The imprest system provides an initial fixed amount (the "float") in the petty cash fund, which is replenished after expenses are deducted to restore the original amount.
Internal Control Unit 2 Part 3 with regards to Purchase.pptxDr. Nidhi Raj Gupta
Internal Control, Internal check with regards to Purchase, tender, Purchase department, Department Heads, Assessment or requirements, Inquiry, Placing orders, receipt of goods, Recording and making payments, internal check with regards to sales.
Sample Petty Cash Policy designed with Logistics Business as Model, however it can be applied with or without any modification to any other business process that involves cash transactions. The objective of the policy is to limit and control cash transactions, including receipts and payments, in an organization, and to reduce risks associated with handling cash, while bringing transparency through well defined and codified process, and promoting non cash transactions (viz. digital payments) unless absolutely unavoidable.
The document discusses internal controls for wages payment and cash transactions. It outlines procedures to prevent fraud related to wages such as including dummy workers or manipulating time records. It recommends maintaining records of employee time, piecework, and overtime. For cash, it recommends separating duties for receipts, payments, and reconciliations. Key controls include issuing pre-numbered receipts, depositing cash daily, restricting access to cash and records, and requiring dual authorization of payments.
This document outlines the standard operating procedures for the Finance Department of Temple ISD. It addresses policies and procedures around direct deposit, sales tax exemption, credit card usage, purchase orders, deposits, travel reimbursement, payroll, fixed assets, and vendor classification. Key points include requirements for direct deposit forms, ensuring sales tax exemption, appropriate use of credit cards, processing purchase orders before payment, depositing funds within 14 days, travel authorization and reimbursement limits, and distinguishing contractors from employees.
This standard operating procedure outlines the process for maintaining employee personal files. It states that HR is responsible for opening a file within 7 days of an employee joining and collecting documents related to employment history, qualifications, conduct, benefits and performance reviews. These files must be kept for 10 years after an employee leaves. HR collects documents, stores current employee files separately from former employees' files, and reviews files every 3 months to ensure completeness. Disciplinary action may be taken if employees do not submit required documents.
The document contains standard operating procedures for front desk staff at a hotel. It describes procedures for reporting to work including arriving early, changing into uniform, and attending briefings. It also outlines how to greet guests including welcoming them with a smile, offering assistance, and informing them about hotel amenities. Procedures are provided for guest check-in, room key programming, escorting guests to their room, and wishing them a pleasant stay.
This document provides guidelines for conducting annual physical inventories for all units that hold inventory. It outlines responsibilities, planning procedures, and steps for conducting the physical count and reconciliation. The finance or business manager is responsible for ensuring the annual physical inventory is properly performed and inventory records are accurate. Advanced planning including defining roles, notifying parties, and preparing the storage area is important. Physical inventories should involve separate teams to count items twice and reconcile counts with inventory records.
The document outlines standard operating procedures for front desk staff at a hotel. It covers:
1) Procedures for welcoming guests on arrival, including greeting them, assisting with check-in, escorting them to their room, and delivering luggage. Special procedures are outlined for first-time and repeat guests.
2) Requirements for staff briefings, including being updated on hotel occupancy, arrivals, and events, as well as reading log books and reports.
3) Opening and closing duties for front desk staff like handing over keys and logs, updating records, and filing reports.
4) Grooming standards and arrival procedures for staff.
The SOPs aim to ensure
Trixie Maye started a consulting business, Matrix Consulting, and had the following financial activities in May:
1) She invested $7,000 cash and borrowed $5,000.
2) She performed $9,400 in services and received $4,
One wasteful place where money flows out the door in small businesses is in late fees. Invoices get paid late when they are out of sight. Having an accounts payable process in place that includes visual cues can reduce, even eliminate paying fees, fines and penalties associated with missed or past due invoices.
The document discusses internal controls, which refer to the principles, procedures, and practices that companies use to ensure oversight of risks and rectify issues. It provides examples of common internal controls like separating duties, using passwords, and reviewing reports. The objectives of internal controls include preventing errors, fraud, and misappropriation. There are three main types of internal controls: preventive controls aim to reduce the chance of issues beforehand, detective controls help detect errors or irregularities, and corrective controls take measures to address discrepancies found.
Check Out & Settlement in Front Office
Stages of Settlement of accounts
Types of Accounting Systems
Check Out Concerns
Check Out Process
Mode of Payment
Self Check Out
Express Check Out
Operations, Despatch and Transport Servicesoateacher
A clerk in an operations office is responsible for preparing shift rosters and hourly rosters to manage staffing, and daily production reports to track performance. The clerk completes forms related to jobs, costs, planning and employee time tracking. A despatch clerk prepares documents for shipping goods and manages delivery by verifying loads, allocating vehicles, and monitoring shipments. A transport clerk prepares records for shipping and maintains delivery notes and schedules for vehicle maintenance.
The document discusses the role of the front office department in facilitating inter-departmental communication in a hospitality organization. The front office acts as a central point of contact and plays a vital role in directing communication between guests and other departments like housekeeping, food and beverage, banquet, controller, maintenance and engineering, security, and human resources. Effective communication between the front office and other departments is important for tasks like room status updates, guest charges, event coordination, maintenance requests, security issues, and applicant screening.
Hardware resources commonly used in accounts offices include calculators, adding machines, computers, printers, and photocopiers. Software resources include accounting software packages like Quickbooks and Peachtree, as well as spreadsheet programs like Microsoft Excel. These resources allow accounts offices to perform essential functions more efficiently, such as calculating amounts, printing records and documents, storing and retrieving financial information, and producing copies of accounting documents. The equipment acquired depends on factors specific to the individual business such as size, available capital, and the types of activities carried out.
A strong supply chain consisting of reliable sourcing partners accelerates the growth of successful enterprises. To build successful supplier relationships, each enterprise ensures to make fast payments for vendor invoices received. The vendor invoice can be divided primarily into PO invoices(having reference Purchase Order) and Non-PO Invoice(Vendor generated without any PO reference). To reduce average receipt-to-invoice cycle time, Accounts Payable teams use different digital tools such as ERP, A/P automation tools, and lately even ServiceNow to replicate invoice approval workflow. In this presentation, we will learn the difference between PO & Non-PO invoices, and understand the best practices to implement a successful invoice approval workflow process using the ServiceNow platform.
Front Office Accounting
Basics of Front Office Accounting
Types of Accounts
Types of Folios
Types of Postings
Types of Vouchers
Accounting Terminologies
Accounting System
Credit Monitoring
Floor Limit
Credit Limit
House Limit
Front Office Accounting Cycle
Stages of Settlement
Internal Audit
Handling Cash Float
Types of Transactions
Notice to Explain WITH PREVENTIVE SUSPENSION (Sample Form)PoL Sangalang
This is one of my suggested format for the FIRST NOTICE in the observance of procedural process under the Philippine law on termination of employment (otherwise known as the "two notice rule" or "2 notice rule").
This format is based on the requirements of the Omnibus Rules Implementing the Labor Code of the Philippines and latest jurisprudence from the Philippine Supreme Court.
This is the first FORMAL step in terminating an employee based on JUST CAUSE.
This SAMPLE FORM contains a NOTICE OF PREVENTIVE SUSPENSION. Not all offenses of employees, no matter how grave, can be the basis of a company to issue Preventive Suspension. There are specific ground rules. This Sample Form serves also as guide for the employer in preventively suspending its employees.
This document discusses sales processes and procedures. It covers planning and controlling sales, the sales department structure, documentation and records, the sales process, sales returns, credit approval, revenue systems, and controls and risks. The sales process involves a sequential series of actions by salespeople to fulfill customer needs and wants. Documentation includes price lists, purchase orders, packing slips, and shipping logs. Controls involve authorization of transactions, adequate records, security of assets, and independent checks.
This document discusses cash and marketable securities management. It defines cash and marketable securities, and explains why companies hold cash balances and invest in marketable securities. The objectives and techniques of cash management are described, including determining optimal cash balances, managing cash flows, and speeding or slowing funds through techniques like lockboxes and float. The document provides information on cash management strategies to help companies maintain adequate liquidity and control costs.
This document discusses key aspects of financial management for cooperatives. It begins by defining financial management and its objectives, which include ensuring adequate and regular funding, optimal fund utilization, and safety of investments. It then outlines functions such as estimating capital needs, determining capital composition, choosing funding sources, and managing cash. The document also discusses internal controls for cash, accounts receivable, and inventories. Overall, the document provides a comprehensive overview of financial management processes for cooperatives.
Internal Control Unit 2 Part 3 with regards to Purchase.pptxDr. Nidhi Raj Gupta
Internal Control, Internal check with regards to Purchase, tender, Purchase department, Department Heads, Assessment or requirements, Inquiry, Placing orders, receipt of goods, Recording and making payments, internal check with regards to sales.
Sample Petty Cash Policy designed with Logistics Business as Model, however it can be applied with or without any modification to any other business process that involves cash transactions. The objective of the policy is to limit and control cash transactions, including receipts and payments, in an organization, and to reduce risks associated with handling cash, while bringing transparency through well defined and codified process, and promoting non cash transactions (viz. digital payments) unless absolutely unavoidable.
The document discusses internal controls for wages payment and cash transactions. It outlines procedures to prevent fraud related to wages such as including dummy workers or manipulating time records. It recommends maintaining records of employee time, piecework, and overtime. For cash, it recommends separating duties for receipts, payments, and reconciliations. Key controls include issuing pre-numbered receipts, depositing cash daily, restricting access to cash and records, and requiring dual authorization of payments.
This document outlines the standard operating procedures for the Finance Department of Temple ISD. It addresses policies and procedures around direct deposit, sales tax exemption, credit card usage, purchase orders, deposits, travel reimbursement, payroll, fixed assets, and vendor classification. Key points include requirements for direct deposit forms, ensuring sales tax exemption, appropriate use of credit cards, processing purchase orders before payment, depositing funds within 14 days, travel authorization and reimbursement limits, and distinguishing contractors from employees.
This standard operating procedure outlines the process for maintaining employee personal files. It states that HR is responsible for opening a file within 7 days of an employee joining and collecting documents related to employment history, qualifications, conduct, benefits and performance reviews. These files must be kept for 10 years after an employee leaves. HR collects documents, stores current employee files separately from former employees' files, and reviews files every 3 months to ensure completeness. Disciplinary action may be taken if employees do not submit required documents.
The document contains standard operating procedures for front desk staff at a hotel. It describes procedures for reporting to work including arriving early, changing into uniform, and attending briefings. It also outlines how to greet guests including welcoming them with a smile, offering assistance, and informing them about hotel amenities. Procedures are provided for guest check-in, room key programming, escorting guests to their room, and wishing them a pleasant stay.
This document provides guidelines for conducting annual physical inventories for all units that hold inventory. It outlines responsibilities, planning procedures, and steps for conducting the physical count and reconciliation. The finance or business manager is responsible for ensuring the annual physical inventory is properly performed and inventory records are accurate. Advanced planning including defining roles, notifying parties, and preparing the storage area is important. Physical inventories should involve separate teams to count items twice and reconcile counts with inventory records.
The document outlines standard operating procedures for front desk staff at a hotel. It covers:
1) Procedures for welcoming guests on arrival, including greeting them, assisting with check-in, escorting them to their room, and delivering luggage. Special procedures are outlined for first-time and repeat guests.
2) Requirements for staff briefings, including being updated on hotel occupancy, arrivals, and events, as well as reading log books and reports.
3) Opening and closing duties for front desk staff like handing over keys and logs, updating records, and filing reports.
4) Grooming standards and arrival procedures for staff.
The SOPs aim to ensure
Trixie Maye started a consulting business, Matrix Consulting, and had the following financial activities in May:
1) She invested $7,000 cash and borrowed $5,000.
2) She performed $9,400 in services and received $4,
One wasteful place where money flows out the door in small businesses is in late fees. Invoices get paid late when they are out of sight. Having an accounts payable process in place that includes visual cues can reduce, even eliminate paying fees, fines and penalties associated with missed or past due invoices.
The document discusses internal controls, which refer to the principles, procedures, and practices that companies use to ensure oversight of risks and rectify issues. It provides examples of common internal controls like separating duties, using passwords, and reviewing reports. The objectives of internal controls include preventing errors, fraud, and misappropriation. There are three main types of internal controls: preventive controls aim to reduce the chance of issues beforehand, detective controls help detect errors or irregularities, and corrective controls take measures to address discrepancies found.
Check Out & Settlement in Front Office
Stages of Settlement of accounts
Types of Accounting Systems
Check Out Concerns
Check Out Process
Mode of Payment
Self Check Out
Express Check Out
Operations, Despatch and Transport Servicesoateacher
A clerk in an operations office is responsible for preparing shift rosters and hourly rosters to manage staffing, and daily production reports to track performance. The clerk completes forms related to jobs, costs, planning and employee time tracking. A despatch clerk prepares documents for shipping goods and manages delivery by verifying loads, allocating vehicles, and monitoring shipments. A transport clerk prepares records for shipping and maintains delivery notes and schedules for vehicle maintenance.
The document discusses the role of the front office department in facilitating inter-departmental communication in a hospitality organization. The front office acts as a central point of contact and plays a vital role in directing communication between guests and other departments like housekeeping, food and beverage, banquet, controller, maintenance and engineering, security, and human resources. Effective communication between the front office and other departments is important for tasks like room status updates, guest charges, event coordination, maintenance requests, security issues, and applicant screening.
Hardware resources commonly used in accounts offices include calculators, adding machines, computers, printers, and photocopiers. Software resources include accounting software packages like Quickbooks and Peachtree, as well as spreadsheet programs like Microsoft Excel. These resources allow accounts offices to perform essential functions more efficiently, such as calculating amounts, printing records and documents, storing and retrieving financial information, and producing copies of accounting documents. The equipment acquired depends on factors specific to the individual business such as size, available capital, and the types of activities carried out.
A strong supply chain consisting of reliable sourcing partners accelerates the growth of successful enterprises. To build successful supplier relationships, each enterprise ensures to make fast payments for vendor invoices received. The vendor invoice can be divided primarily into PO invoices(having reference Purchase Order) and Non-PO Invoice(Vendor generated without any PO reference). To reduce average receipt-to-invoice cycle time, Accounts Payable teams use different digital tools such as ERP, A/P automation tools, and lately even ServiceNow to replicate invoice approval workflow. In this presentation, we will learn the difference between PO & Non-PO invoices, and understand the best practices to implement a successful invoice approval workflow process using the ServiceNow platform.
Front Office Accounting
Basics of Front Office Accounting
Types of Accounts
Types of Folios
Types of Postings
Types of Vouchers
Accounting Terminologies
Accounting System
Credit Monitoring
Floor Limit
Credit Limit
House Limit
Front Office Accounting Cycle
Stages of Settlement
Internal Audit
Handling Cash Float
Types of Transactions
Notice to Explain WITH PREVENTIVE SUSPENSION (Sample Form)PoL Sangalang
This is one of my suggested format for the FIRST NOTICE in the observance of procedural process under the Philippine law on termination of employment (otherwise known as the "two notice rule" or "2 notice rule").
This format is based on the requirements of the Omnibus Rules Implementing the Labor Code of the Philippines and latest jurisprudence from the Philippine Supreme Court.
This is the first FORMAL step in terminating an employee based on JUST CAUSE.
This SAMPLE FORM contains a NOTICE OF PREVENTIVE SUSPENSION. Not all offenses of employees, no matter how grave, can be the basis of a company to issue Preventive Suspension. There are specific ground rules. This Sample Form serves also as guide for the employer in preventively suspending its employees.
This document discusses sales processes and procedures. It covers planning and controlling sales, the sales department structure, documentation and records, the sales process, sales returns, credit approval, revenue systems, and controls and risks. The sales process involves a sequential series of actions by salespeople to fulfill customer needs and wants. Documentation includes price lists, purchase orders, packing slips, and shipping logs. Controls involve authorization of transactions, adequate records, security of assets, and independent checks.
This document discusses cash and marketable securities management. It defines cash and marketable securities, and explains why companies hold cash balances and invest in marketable securities. The objectives and techniques of cash management are described, including determining optimal cash balances, managing cash flows, and speeding or slowing funds through techniques like lockboxes and float. The document provides information on cash management strategies to help companies maintain adequate liquidity and control costs.
This document discusses key aspects of financial management for cooperatives. It begins by defining financial management and its objectives, which include ensuring adequate and regular funding, optimal fund utilization, and safety of investments. It then outlines functions such as estimating capital needs, determining capital composition, choosing funding sources, and managing cash. The document also discusses internal controls for cash, accounts receivable, and inventories. Overall, the document provides a comprehensive overview of financial management processes for cooperatives.
This document provides recommendations for improving the accounting system at Hamdard Hospital Naimat Begum Mother & Child Care Unit. It outlines policies and procedures for areas such as consultant payments, cash management, accounting record maintenance, and inventory management. Key recommendations include separating cash handling duties, paying consultants on a monthly/weekly basis, maintaining supporting documentation for all transactions, and designing customized accounting vouchers to meet the hospital's needs. The goal is to strengthen internal controls, minimize risks, and properly record all financial activities according to accounting principles.
The document outlines accounting and financial policies and procedures for an organization called NAHDA. It defines key terms like assets, liabilities, capital, revenue and expenditure. It establishes procedures for accounting categories, cash management, procurement, budgeting and more. The procedures are designed to ensure transparency, accountability, separation of duties and control over cash receipts, disbursements, petty cash and other financial activities.
The document discusses factors that influence a company's capital structure and efficient cash management. It identifies six key factors that determine a company's capital structure: cash flow position, interest coverage ratio, control, stock market conditions, regulatory framework, and tax rates. It also discusses three objectives of cash management - controlling cash levels, controlling cash inflows, and controlling cash outflows. Specific techniques for meeting these objectives include preparing cash budgets, adopting concentration banking and lockbox systems, and playing float to maximize available funds. Overall, the document emphasizes the importance of planning, controlling, and optimizing a company's sources and uses of cash.
The document discusses various aspects of capital budgeting and working capital management. It defines capital budgeting as planning for long-term expenditures and notes the importance of accurate forecasts. It also describes different types of capital projects and methods for evaluating them such as payback period. The document then covers working capital, its components like inventory and accounts receivable, and techniques for managing it such as cash conversion cycle. It emphasizes the importance of balancing risk and return in cash management.
This document provides an overview of internal controls over cash and marketable securities. It defines cash and marketable securities, discusses motives for holding them, and outlines internal control techniques including segregation of duties, documentation procedures, and independent verification. Specific internal controls are described for cash receipts, disbursements, bank reconciliations, and petty cash. Limitations of these controls including risks of fraud like check kiting and lapping are also covered. The document concludes with an audit program for evaluating controls over marketable securities.
Internal control over cash and peety cashJemalSeid25
This document provides an overview of internal controls and cash management. It defines internal control as a system established by a company to safeguard assets and ensure accurate accounting records. The key principles of internal control are segregation of duties, documentation of procedures, and independent verification. Controls over cash receipts and disbursements are also discussed, along with bank reconciliation and cash reporting.
Cash management is important for working capital management. There are four motives for holding cash: transaction, precautionary, speculative, and compensating. The objectives of cash management are to meet payment schedules and minimize idle cash balances. Cash needs depend on the synchronization of cash inflows and outflows. Forecasting cash flows helps anticipate surplus or deficit periods to avoid issues like late payments or idle surplus cash. Cash can be forecast over different time periods using receipts/disbursements or adjusted net income approaches.
This document provides an overview of cash and highly liquid investments. It discusses the composition of cash, how cash is presented on the balance sheet, cash management controls, bank reconciliations, and petty cash systems. It also covers cash equivalents, strategies to enhance cash flows, proof of cash, and accounting for trading securities.
This document provides accounting policies and procedures for Xxx. It outlines procedures for cash receipts, cash disbursements, reconciliations, petty cash, purchases, fixed assets, payroll, financial reporting, grants compliance, fiscal policies, and computer backups. The manual aims to ensure accurate financial reporting, safeguarding of assets, and responsible financial stewardship in accordance with accounting principles. All personnel with fiscal roles are expected to follow the policies to uphold proper financial management and reporting.
Sbi loan scheme for finance, subsidy & project related support contact - 98...Radha Krishna Sahoo
This document provides information on several financing schemes offered by State Bank of India (SBI) including:
1. Commodity Backed Warehouse Receipt Financing which provides demand loans or cash credit financing against warehouse receipts for commodities stored in approved warehouses, with eligible amounts ranging from 70-80% of market value or minimum support price.
2. Surabhi Deposit Scheme which allows non-individual customers to open savings/current accounts that automatically sweep surplus funds over a threshold into term deposits while also allowing funds to be withdrawn through "reverse sweeps" if needed.
3. Debt Restructuring Mechanism for SMEs which provides restructuring relief for viable or potentially viable small and
Assess of borrowers position through Cash Flow Analysis-IUB.pptFaizanHussain87
This one-day seminar on assessing borrower's financial position through cash flow analysis will be held on September 23, 2010. It will be presented by Khalid Sultan Anjum from Habib Bank Ltd. The objective is to establish awareness of the importance and purpose of cash flow analysis, how to classify cash transactions in a statement of cash flows, and how to compute major cash flows relating to investing, financing, and operating activities using the indirect method. The seminar will cover topics such as the definition of cash flow, cash flow analysis, the cash flow cycle, cash flow forecasting, the cash flow statement, uses of the cash flow statement, and liquidity and solvency ratios for assessing financial position. Early
Cash Disbursement, Cash Management, Fundamental Principles Governing Financia...KristineLabastillaBa
Disbursement Management is management of all companies cash flow & helping in improving & maximizing cash flow of any business while simplifying their Financial Operations.
The document discusses audit procedures for cash, including extending procedures to check for fraud when internal controls are weak. It also covers proving cash, common cash defalcation techniques like skimming and lapping, and how to detect them. Finally, it discusses objectives for auditing marketable securities, such as existence, completeness, and proper valuation.
The document discusses cash flow statements, including:
1. Cash flow statements describe changes in cash between periods by showing cash inflows and outflows from operating, investing, and financing activities.
2. The purpose is to provide information about a company's gross receipts and payments over a period of time to assess liquidity and profitability.
3. Advantages include ascertaining liquidity, determining optimal cash balances, cash management, and performance evaluation.
This document provides an overview and audit procedures for cash accounts at Flores Poultry Farm. It describes the nature of Flores Poultry Farm's business as a sole proprietorship that grows broiler chickens under an agreement with Bounty Agro Ventures Incorporated. It then outlines 42 internal controls over cash transactions, including controls related to petty cash, cash receipts, and cash disbursements. Finally, it lists audit objectives and procedures for auditing the company's cash balances and bank accounts as presented on the balance sheet.
This document defines key terms related to cash and cash management. It discusses how cash belongs to the broader category of financial assets, and defines cash items and cash equivalents. It also describes the establishment and use of petty cash funds, bank reconciliation procedures, and various adjustments that may reconcile the bank balance to the company's records.
ACCT1 C4 ACCT FOR CASH By Aregawi Gebru(MA).pdfAregawi Gebru
Internal controls over cash are important for safeguarding assets and ensuring accurate accounting records. Key controls include separating cash handling duties, requiring authorization for payments, reconciling bank statements, and using pre-numbered documents. A petty cash fund is used to make small payments, while a change fund provides currency for customer transactions. Shortages and overages are recorded in a cash short and over account. A voucher system authorizes expenditures and records liabilities and payments.
Top mailing list providers in the USA.pptxJeremyPeirce1
Discover the top mailing list providers in the USA, offering targeted lists, segmentation, and analytics to optimize your marketing campaigns and drive engagement.
Best practices for project execution and deliveryCLIVE MINCHIN
A select set of project management best practices to keep your project on-track, on-cost and aligned to scope. Many firms have don't have the necessary skills, diligence, methods and oversight of their projects; this leads to slippage, higher costs and longer timeframes. Often firms have a history of projects that simply failed to move the needle. These best practices will help your firm avoid these pitfalls but they require fortitude to apply.
[To download this presentation, visit:
https://www.oeconsulting.com.sg/training-presentations]
This presentation is a curated compilation of PowerPoint diagrams and templates designed to illustrate 20 different digital transformation frameworks and models. These frameworks are based on recent industry trends and best practices, ensuring that the content remains relevant and up-to-date.
Key highlights include Microsoft's Digital Transformation Framework, which focuses on driving innovation and efficiency, and McKinsey's Ten Guiding Principles, which provide strategic insights for successful digital transformation. Additionally, Forrester's framework emphasizes enhancing customer experiences and modernizing IT infrastructure, while IDC's MaturityScape helps assess and develop organizational digital maturity. MIT's framework explores cutting-edge strategies for achieving digital success.
These materials are perfect for enhancing your business or classroom presentations, offering visual aids to supplement your insights. Please note that while comprehensive, these slides are intended as supplementary resources and may not be complete for standalone instructional purposes.
Frameworks/Models included:
Microsoft’s Digital Transformation Framework
McKinsey’s Ten Guiding Principles of Digital Transformation
Forrester’s Digital Transformation Framework
IDC’s Digital Transformation MaturityScape
MIT’s Digital Transformation Framework
Gartner’s Digital Transformation Framework
Accenture’s Digital Strategy & Enterprise Frameworks
Deloitte’s Digital Industrial Transformation Framework
Capgemini’s Digital Transformation Framework
PwC’s Digital Transformation Framework
Cisco’s Digital Transformation Framework
Cognizant’s Digital Transformation Framework
DXC Technology’s Digital Transformation Framework
The BCG Strategy Palette
McKinsey’s Digital Transformation Framework
Digital Transformation Compass
Four Levels of Digital Maturity
Design Thinking Framework
Business Model Canvas
Customer Journey Map
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1 sop petty cash management
1. 1
Standard Operating Procedures Manual SOPs
Finance
“Petty Cash Fund Management”
Presented to:
Independent Elections Commission (IEC)
Funded and Supported By
United Nations Development Programme (UNDP)
Kabul- Afghanistan
Date: March 2016/ Hoot 1394
Prepared by: BDO- Jordan & SH
2. 2
Issue date Hoot–1394/ March 2016 Department Finance
SOP No. F-01 Revision No. and date NEW
Implemented By
Accounting & Finance
Department
Review authority
No. of pages 27 Signature/ stamp
1. Objective and Scope 1
Small amount of cash held onsite by a budget unit to pay for small, incidental expenses.
The purpose of the fund is to improve administrative efficiency and to limit the need and
frequency for small value checks to be requested from Treasury.
The petty cash fund limit can be increased above 50,000 AFN through a formal letter
request to Treasury. The letter including the justification for requesting the increased
amount must be submitted by the Custodian to the Director General of Treasury. The
Director General will authorize or reject the request. In general, the allowable limit of
the petty cash fund will depend on the frequency of small value procurements and
frequency of replenishment of the fund. To maximize efficiencies the petty cash fund
should be sufficient in size to only require replenishment once a month.
Procurements out of petty cash should be done in accordance with Procurement Law.
Normally, this will consist of single-source procurement and will be recorded using an
object code under major object code 22 excepting travel advances. Unless otherwise
agreed by the Treasury,
Expenditures are also limited to the minor object code 221 – Goods and Services Non-
Utilities. Using the petty cash fund to pay wages and salary under minor object code 210
is strictly prohibited. Similar to requesting an increase in the petty cash fund limit above
50,000 AFN, the custodian can request to increase the one time allowable expenditure up
to 5,000 AFN. The ceiling amount of the petty cash one-time payment is based on the
requirements of the budget unit.
Purchases made from petty cash must still be undertaken in accordance with all
applicable Laws and Regulations, and in particular the Procurement Law of 1394.
Petty Cash funds cannot cross the boundaries of allotments, and where petty cash is
required for spending out of more than one allotment, a separate petty cash fund must
be established for each allotment.
This SOP covers the following areas:
a) Setting up petty Cash Fund (PCF)
b) Recording & reporting the petty Cash Fund
c) Petty cash accounting and Disbursement
d) Petty cash replenishment& acquittal and
e) Cash counts and Monitoring of PCF
3. 3
2. Terms, Definitions & Abbreviations
M2: Cash Purchase order (using for petty cash purchases)
M3: Purchase order (using for all purchases except petty cash)
M7: Goods Received Note (GRN)
M10: Advance Request form (both for petty cash other Advance)
M12: Advance Acquittal form
M16: Payment Voucher
M75: Petty Cash request form
M76: Cash control register
CEO: Chief Executive Officer
IEC: Independent Election Commission of Afghanistan
SOP: Standard Operating Procedure
AFN: Afghani
PCF: Petty Cash Fund
PM: Procurement Manager
GRN: Goods Received Note
GoIRA: Government of Islamic Republic of Afghanistan
PFEML: Public Finance & Expenditure Management Law
CoA: Chart of Accounts
4. 4
3. Tasks, Responsibilities and Accountability
Task Authorized Responsible
Preparing & Requesting the documents PM Procurement/ Employee
Approval Authorization CEO -
Providing Cash and Updating the
Report M76
GOCA Custodian
4. Operating procedure
a) Setting up A Petty Cash Fund
Overview
The Petty Cash Fund is setup using the standard advance procedures, Advance and
Acquittals with some differences related to the administration and use of the petty cash
funds. When a new petty cash fund is established, a check will be issued in the name of
the fund and the Custodian will become responsible for managing, accounting and
securing the assets of the fund.
All petty cash funds must be approved by the Director General of the Treasury. In order
to request the creation of a petty cash fund, the budget unit should make the request in
the form of a letter and attach the M-75 Request of Petty Cash Fund Form to be filed as at
the Treasury. The request letter requires the following information:
• Amount requested
• Purpose of the fund (i.e., reason the fund is needed).
• Physical location of the fund
• Plans for safeguarding the fund (e.g., locked in safe, etc.)
• Name and job title of the Custodian
• Name and job title of the Fiduciary
Budget units may have more than one petty cash account, where geographic
circumstances dictate. The need for multiple accounts, and their locations, needs to be
addressed in each application letter.
Petty Cash Setup Process
This section provides detailed instruction on how to setup a petty cash fund.
Error! Reference source not found. Provides a graphical presentation of the process.
5. 5
b) Petty Fund Cash book
Overview
A cashbook is a ledger that records debits and credits of transactions for the petty
cash fund. Budget units that setup a petty cash fund are required to use the M-76
Cashbook Form as their cashbook or a format (i.e. Excel, PDF, ledger book) that
includes the same information and fields.
Note: A separate cashbook must be maintained for each individual petty cash fund
approved for a budget unit.
One cashbook cannot be used for two petty cash funds even if they are located in the
same budget unit and have the same Fiduciary.
Sample Cashbook Transactions
The cashbook records simple transactions related to deposits of cash and withdrawals
of cash. If cash is added to the petty cash fund (e.g. initial setup, by refunds from
employees who received advances to make petty purchases or replenishments) then
the amount cash account is debited. Withdrawals result in a credit to the cash
account.
Figure 2: Sample Cashbook provides an illustrated example of several hypothetical
transactions which are recorded in the Cash Control Register section of the M-76
Cashbook Form.
c) Petty Cash accounting and Disbursement
Overview
The primary document used to manage petty cash disbursements is the M-2 Cash
Purchase Order Form. The M-2 Cash Purchase Order Form can be considered a voucher
that is used to approve the use of funds for a cash advance very similar to the way the
M-3 Purchase Order is used to commit funds for ordinary expenditures. Specifically,
petty cash purchases have simpler procurement requirements and will not necessarily
require a requisition number or the need for a purchasing committee or competitive
statement.
The state administration or program office requesting to make a purchase from the
petty cash fund will fill out the M-2 Cash Purchase Order and after approval by the
appropriate authorizing authority send it to the Custodian for review. The Custodian
will review the M-2 Cash Purchase Order for accuracy and check the M-76 Cashbook to
verify that sufficient cash is available to make the purchase. Assuming sufficient funds
are available the Custodian will provide the state employee with necessary cash and
post the withdrawal in the M-76 Cashbook. The state employee will make the purchase
and return any excess cash and invoices/receipts back to the Custodian who will then
file the M-2 Cash Purchase Order and receipts and make a final posting to the M-76
Cashbook as necessary.
6. 6
In general, it is recommended that the M-2 Cash Purchase Order Form be used as the
voucher and document of record for petty cash transactions, but since petty cash
transactions are only maintained for internal accounting purposes, budget units have
the option to use their own vouchers or documentation to record transactions in the M-
76 Cashbook if they have already something in place or special requirements.
Petty Cash Transaction Process
This Section describes the steps used to process a petty cash transaction. Error!
Reference source not found. provides a graphical overview.
d) Petty Cash Replenishment and Acquittal
Overview
Once a petty cash fund has used up 80% of its cash then it can be reimbursed to its
authorized limit. This process consists both of an acquittal using an M-12 Advance
Acquittal Form, original receipts and a request for a new petty cash advance using the
M-10 Request for Advance Form.
Petty Cash Replenishment and Acquittal Process
This Section provides instructions Petty Cash Replenishment and Acquittal Process.
Figure 4: Petty Cash Replenishment and Acquittal Process provides a graphical
overview of the procedure.
e) Cash Counts and Monitoring of Petty Cash Funds
Weekly Counts
The fund should be counted/totaled and balanced each week it is used but at least
once per month. Differences should be investigated and adjusted promptly. At all times
M-2 Cash Purchase Order voucher amounts plus cash on hand, or cash book balance,
must equal the authorized amount of the petty cash fund.
Surprise Counts
Ministry of Finance staff (under authority of Director General Treasury / Treasurer of
Mustofiat) and Internal or External (National Audit Office) Audit can go to the Custodian
at any time for performing a surprise cash count. The Custodian must give access to
the cash and watch the count as it is done. If no discrepancies are found, the
Custodian should document that the cash count was completed and correct. Internal or
External Audit may at any time require a copy of the register of approved Petty Cash
Funds from Treasury or the Mustofiat.
Discrepancies found in a surprise cash count must immediately be investigated, and no
further transactions undertaken against the petty cash fund until such time as the
discrepancy is resolved.
7. 7
Limitations on Petty cash Expenditures
Petty cash funds must not be used to pay any of the following expenditures:
• Any form of salaries, including allowances, overtime or bonuses
(Major Object Code 21).
• Contracted services in Major Object Code 22 in the nature of salaries or wages.
The simple test for whether a payment for contracted services is in the nature of
salaries or wages is whether or not wage withholding tax must be withheld from the
payment in accordance with the Income Tax Law of Afghanistan.
• Loans to any person or organization.
• Expenses that are not within the scope of the fund's purpose may not be paid
From the petty cash fund.
• A purchase amount above the petty cash fund’s established maximum single
disbursement amount. The Fiduciary of the fund must approve any disbursements
over the maximum amount.
Revenues must not be used to establish or increase the size of a petty cash fund.
8. 8
5. Related Documents
Figure 1: Petty Cash Setup process
Detailed Steps:
Step #1: Fill out Fields 1 to 5 and 7 to 11 for an original and one (1) copy of the M-75 Request of
Establishment or Update of the Petty Cash Fund Form. Sign and date Field 13 –
Custodian. Obtain the Allotment Code from the Bookkeeping Office and the code in
Field 6 – Coding Block (Allotment #2).
Prepare a request letter with the information. Send the request letter and the original
and copy of the M-75 Form to the Fiduciary for review and approval.
Responsible Party: Custodian
Step #2: Review the M-75 Request of Establishment or Update of the Petty Cash Fund Form and
verify the petty cash limit, the purpose of the petty cash fund and plan for
safeguarding the petty cash fund. Sign and date Field 12 – Authorizing Authority to
approve the setup or changes to the petty cash fund. Review and sign the request
letter.
Send the request letter and the M-75 Form to Payment Office.
Responsible Party: Fiduciary
Step #3: Complete Steps #1 to #12 of the Advance and Acquittal Process to request and process
an advance for the petty cash fund. Send the M-16, M-10 and M-75 Forms, as well as
Petty Cash Setup Process
Payment
Office
Fiduciary
Custodian
Treasury
Prepare M-75
Review M-75 and
Approve
1
2
Post Advance in
M-76 and Setup
Cash Box
6
Request Petty
Cash Approval
3
Approve Setup of
Petty Cash Fund
File
Process
Advance to
Setup Petty
Cash Fund
Process
Payment for
Petty Cash
Expenditures
4
5
9. 9
the Request Letter to the Treasury. This step also includes validation of the availability
of funds for the advance.
Responsible Party: Payment Office
Step #4: Review the M-75 Request for Establishment or Update of Petty Cash Fund. Approve or
reject the request and notify the budget unit.
Responsible Party: Treasury
Step #5: Complete the steps in Scenario #3 – Ordinary Expenditure with Commitment and Partial
or Full Prepayment in order to acquire the items necessary to setup and manage the
petty cash fund. This consists of two parts.
First, process an advance to receive the petty cash funds using an M-10 Form.
Second, process an M-16 Payment Order for purchasing equipment required for physical
custody and maintenance of the petty cash fund including safes, keys and other tools.
After completion of this process, a copy of the M-75 should be filed along with the M-16
and M-10 Forms at the Payment Office.
Responsible Party: Payment Office
Step #6: After the receipt of funds from the processing of the M-16 for the petty cash advance,
post the first entry in the M-76 Cashbook Ledger recording the advance of funds.
Setup of the petty cash box and ensure safekeeping of funds.
Responsible Party: Custodian
Notes
In order to make changes to a petty cash fund including raising the limit, changing the
Custodian, updating the location, etc. use the relevant steps Petty Cash Setup Process.
For example, if the update to the petty cash fund consists of merely changing the
Alternative Custodian, complete step #1 and #2. However, if the petty cash fund limit is
increased then steps #1 to #3 and #5 will need to be completed.
In order to make a permanent change to the Fiduciary, Custodian, or fund location, a
new petty cash fund request letter should be sent to the Treasury. When the Fiduciary
or Custodian of a petty cash fund changes, the fund should be reimbursed to its original
amount based using the Petty Cash Replenishment Process.
10. 10
Figure 2: Sample Cashbook
The first transaction in petty fund cashbook consists of the posting the original advance by debiting the cash book. In the sample above,
the posting takes place on 1/28/2011 (Field 5), the date the cash was received and added to the physical cash box. The advance was processed using
an M-10 Request for Advance Form with the Application No. of S3 (Field 6). The five (5) digit object code is 22900 – Petty Cash Advances
(Field 7) and the recipient of the cash is Jamil Besmillah who is the petty cash fund Custodian (Field 8). Since this increases the petty cash fund
balance, the cash account is debited (Field 11). Finally, a running balance is maintained in Field 12 of the cashbook. Since this is the first
transaction, the balance equals the amount of the first debit of 50,000 AFN.
Now that the petty cash fund has been setup, the Custodian can now make advances to employees in the budget unit to make small or petty purchase.
The first advance posted in the sample cashbook is for purchases of office supplies with an estimated cost of 10,000 AFN. The advance is given
to Zabi Khetab and the object code matching the description of the purchase is 22701 – Office Equipment and Supplies1
.
1
It is not required that the Custodian enter the object code in the Cashbook. However, by adding the object code at the time of advance, this will simplify the acquittal process necessary
to replenish the petty cash fund.
5. PostDate
7. Object
Code (5)
8. Recipient
9. M-12
Acquittal
11. Debit 12. Credit 13. Balance
11/28/2011 22900 Jamil :Custodian 50,000 50,000
11/30/2011 22701 Zabi Khetab 5,000 45,000
12/15/2011 22704 HamidAyer 5,000 40,000
12/16/2011 22701 Jamil :Custodian 1,000 41,000
12/31/2011 22900 Jamil :Custodian 9,000 50,000
3/31/2011 22999 Treasury 50,000 0
M-10:S7 ReplenishmentofFunds
M-29:S98 Return ofRemaining PettyCash Funds
WSlipNo. #2 Advance topurchase groupdinner
DslipNo. #1 Return ofFunds for purchase ofoffice supplies
M-10:S3 Initial advance tosetuppettycash fund
M-2:S1 Advance topurchase office supplies
Cash Control Register
6. DocumentRef. 10. Description
11. 11
The Document Ref. is an M-2 Petty Cash Purchase Order with an Application No. of S1. Finally,
since cash is being withdrawn from the petty cash fund, the cashbook is debited resulting
in a new balance of 45,000 AFN.
An advance for the purchase of a group dinner is the second transaction posted in the
sample cashbook. In this case an M-2 Petty Cash Purchase Order has not been filled out,
thus in this case the Document Ref. is the slip number that the Custodian provided to the
recipient at the time of advance. The 5,000 AFN debit of this transaction reduces the
balance to 40,000.
The third transaction is the return of cash to the petty cash fund after the purchase of
office supplies from the 11/30/2011 advance. In this case the original advance was for
10,000 AFN, but the cost of office supplies was less than expected. Thus, the employee
Zabi Khetab was able to return 1,000 AFN. This amount is credited to the cashbook and
the balance is now 41,000 AFN.
The next posting is a replenishment transaction that is processed using an M-10 Form. In
this case the replenishment is the difference between the petty fund cash limit (50,000
AFN) and the current balance (41,000 AFN) or 9,000 AFN. At the end of this transaction
the balance is 50,000 AFN.
The final posting is a transaction to close a petty cash fund. In this case the remaining
funds in the petty cash are being returned to the Treasury. The Document Ref. is an M-27
Revenue Collection Form. The recipient is the Treasury and the cashbook account is
credited. The balance after this transaction should be equal to 0 AFN.
Notes
It is recommended that the full chart of accounts coding block is recorded in the Cashbook
in order to simplify the replenishment and acquittal process, however this information is
not essential, and Custodians and Bookkeeping Offices may choose not to maintain this
information in the cashbook.
The cashbook may be maintained either in hard copy or electronically.
12. 12
Figure 3: Petty Cash Transaction process
Petty Cash Purchase
Receiving
Officer
Custodian
Procurement/
Employee
Authorizing
Authority
File
Prepare M-2
Provide Cash for
Purchase
Inspect Goods
Approve Purchase
2
1
3
Purchase Goods
5
Post Withdrawal in
M-76 Cashbook
4
6
Post Any Return of
Fudns in M-76
Cashbook
8
Update M-2
7
13. 13
Detailed Steps:
Step #1: Fill out Fields 1 to 4, 6, and 8 to 11 for an original and one (1) copy of the M-2 Cash
Purchase Order Form. In most cases the petty cash purchase will not require a
requisition, thus in Field 4 – Requesting Unit and Requisition No., the Requisition No. is
not needed. Sign and date Field 19 – Procurement Officer.
Send the original and copy of the M-2 Form to the manager/employee with the
authority to approved petty cash fund purchases.
Responsible Party: State Administration/Procurement Office
Step #2: Review the M-2 Purchase Order Form for accuracy and completeness. Sign and date
Field 20 – Authorizing Authority. Send the original and copy of the M-2 Form to the
petty cash fund custodian.
Responsible Party: Authorizing Authority in the budget unit to approve petty cash
purchases.
Step #3: Review the M-2 Purchase Order Form for accuracy and completeness. After completing
the review of the M-2 Form, provide the state employee charged with making the petty
cash purchase, the cash amount recorded in Field 14 – Total and Field 11 – Price Est.
Send a copy to the Warehouse or other office responsible for reviewing the goods
received. If the Custodian is responsible for reviewing received goods, then the second
copy is not necessary. The second copy will be retained in order to send to the
Payment Office as part of the petty cash replenishment process
Responsible Party: Custodian
Step #4: Post the withdrawal of cash in the M-76 Cashbook including the name of person who
received the cash in Field 8 - Recipient. Update the petty cash fund balance in Field 12
– Balance.
Responsible Party: Custodian
Step #5: Purchase goods and services identified in M-2 Cash Purchase Order. Make sure to obtain
a copy a receipt for all purchases. Provide the goods and services to the Warehouse or
other unit responsible for verifying goods received. In many instances this will be the
Custodian.
Return any excess cash back to the Custodian.
Responsible Party: Procurement Office or State Employee tasked with making the petty
cash purchase.
Step #6: Reconcile the goods and services identified in the M-2 Cash Purchase Order Form with
actual goods received. Initial each item in the Form for which the good or services was
delivered. Sign and date Field 13 – Warehouse Officer. Add any additional remarks in
Field 18.
Send one (1) copy of the M-2 Cash Purchase Order to the Custodian and file one (1)
copy.
Responsible Party: Warehouse or designated State Employee to receive petty cash
purchases.
14. 14
Step #7: Accept any excess cash received from employee who made the petty cash purchase
depositing into petty cash fund. In the case of the employee using their own money to
complete a purchase due to insufficient funds, withdraw funds from the petty cash fund
and provide to the employee.
Complete the original and one copy of the M-2 Cash Purchase Order Form by filling out
Fields 12 and 15 to 17. Sign and date Field 20 – Custodian.
Responsible Party: Custodian
Step #8: Update the M-76 Cashbook recording either a debit or credit based on whether or not
the petty cash recipient returned the funds or requested additional funds.
File one (1) copy of the M-2 Form and send one (1) copy to the Bookkeeping Office for
their reference.
Responsible Party: Custodian
Notes
Purchases made from petty cash fund must still be undertaken in accordance with all
applicable Laws and Regulations, and in particular the Procurement Law of Afghanistan.
The balance in the cash book must always equal the summation of each M-2 Cash
Purchase Order and cash on hand in the petty cash fund.
15. 15
Figure 4: Petty Cash Replenishment and Acquittal Process
Detailed Steps:
Step #1: Provide M-2 forms, receipts and copy of the M-76 Cash Book to the Payment Office.
Responsible Party: Custodian
Step #2: Follow the instructions to replenish the petty cash fund using M-10 and M-16 forms.
Responsible Party: Payment Office
Step #3: After the receipt of replenishment funds from a bonded trustee, update the M-76
Cashbook by debiting cash and using the M-10 as the document reference.
Responsible Party: Custodian
Step #4: After the receipt of replenishment funds from a bonded trustee, update the M‐76
Cashbook by debiting cash and using the M‐10 as the document reference.
Responsible Party: Custodian
Notes
Acquittals must be provided either monthly or whenever the cash balance on the fund
is less than 20% of the total fund value – whichever is sooner
Petty Cash Replenishment and Acquittal Process
Payment
Custodian
Provide M-2
Forms with
Receipts and Copy
of M-76
Post Advance to
M-76 Cashbook
Process M-12
Acquittal
Process
Advance to
Replenish
Petty Cash
Fund
1
2 3
4
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M-75 – Request for Establishment or Update of Petty Cash Fund
M-75 Instructions
1.ItemNo. 3.IssueDate 6.FundLimit
Org.(4) Project(6) Program(3) Fund(5) Object(3)
MinistryofFinance-TreasuryDepartment
FormM-75-RequestForEstablishmentorUpdateofPettyCashFund
10.PhysicalLocation
7.CodingBlock (Allotment#2)
5.PurposeoftheForm
4.CustodianName&MOFID
2.Ministry/Org.
SectionC:(This SectionshallbefilledbyFinancialController)
15.Reasons forDisapproval
14.AuthorizingAuthority(Sign&Date)
13.Custodian(Sign&Date)
SectionA:(This SectionshallbefilledbyTreasuryAdvances UnitandCustodian)
16.FinancialController(Sign&Date) 16.Remarks
8.AlternativeCustodian
SectionB:ReviewandAuthorization
11.Purpose 12.PlanforSafeguardingFund
9.FiduciaryName
New Update
17. 17
Purpose: To setup or make changes to a petty cash fund. The Form, properly completed,
provides the information Treasury needs to approve a line ministry’s petty cash fund
request.
Prepare an original and one (1) copy as follows:
Section A: (This section shall be filled out by Treasury and Custodian)
1) Item No. - Number each good to be purchased, beginning with “1” for the first item, “2”
for the second item, etc.
2) Ministry/Org. - Enter the name of the Ministry/Organization where the petty cash fund is
maintained.
3) Issue Date - Enter the date the request form is completed.
4) Custodian Name & MOF ID - Enter the name of Custodian and their Ministry of Finance
identification number. This person will be responsible for managing the petty cash or
cash book.
5) Purpose of the Form –Indicate whether the Form is to be used for the establishment of a
new petty cash fund or to make changes to an existing petty cash fund.
6) Fund Limit- Enter the amount that is being requested as the ceiling of the petty cash
fund.
7) Coding Block (Allotment #2)- Enter each section of the Allotment coding block from which
the petty cash fund advance will be applied.
a) Org. (4) – Insert the four (4) digit Sub organization Code of the ministry.
b) Project (6) – Insert the six (6) digit Project Code.
c) Program Code (3) – Insert the five (5) digit Program Code.
d) Fund (5)– Insert the five (5) digit Fund Component.
e) Object (3) – Insert the three (3) digit Object Code.
8) Alternative Custodian - Enter the name and Ministry of Finance identification number of
the person designated as the alternative Custodian in circumstances where the Custodian
is unable to perform their duties.
9) Fiduciary Name -Enter the name and Ministry of Finance identification number of the
person who has been designated as the petty cash fund Fiduciary.
10) Physical Location – Provide a brief description of where and how the cash in the petty
cash fund will be stored.
11) Purpose - Explain the business purpose of the petty cash fund and why it is necessary for
the office/department to setup the fund.
12) Plan for Safeguarding Fund – Provide a brief description of the plan the Custodian will use
to keep the petty fund cash secure.
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Section B: (Review and Authorization)
13) Custodian (Sign & Date) – This space is provided to the Custodian to sign and date in
order to request the setup or changes to the petty cash fund.
14) Authorizing Authority (Sign & Date)– This space is provided to the Authorizing Authority
who will approved the setup or changes to the petty cash fund.
15) Reasons of Disapproval–If the setup or changes to the petty cash fund is not approved,
describe the reasons for disapproval by the Authorizing Authority.
Section C: (This section shall be filled out by Financial Controller)
16) Financial Controller (Sign & Date) – This space is provided for the Financial Controller to
sign and date after their review and approval.
17) Remarks – This space is provided for the Financial Controller to provide additional
remarks and comments.
Distribution
Original: Administrative Office
Copy: Treasury/Mustofiat
19. 19
M-2 – Cash Purchase Order
M-2 Instructions
3. Issue Date
5. M-75
Ref. No.
6. Item No.
7. Object
Code (5)
8. Qty 9. Unit 11. Price Est. 12. Price Paid
Section C: (This Section shall be filled by Financial Controller)
24. Remarks
10. Description
13. Warehouse Officer (Sign and Date) 14. Total
15. Cash Advance Received from Custodian
21. Custodian
(Sign & Date)
19. Recipient
(Sign & Date)
20. Authorizing Authority
(Sign & Date)
1. Cash Purchase
Order No.
2. Ministry/Org.
4. Requesting Unit & Requisition
No.
Ministry of Finance - Treasury Department
Form M-2 – Cash Purchase Order
Section A: (This Section shall be filled by Custodian)
Section B: Reviewand Authorization
18. Remarks
16. Balance Refunded to Custodian
17. Additional Cash Received from Custodian
23. Financial Controller (Sign & Date)
22. Recipient
(Sign & Date)
20. 20
Purpose: To authorize the disbursement of cash from petty cash funds for minor
expenditures. The form is also used as a receipt of goods form once the purchases
have been made.
Prepare an original and two (2) copies as follows:
Section A: (This Section shall be filled by Procurement Office and/or Custodian)
1) Cash Purchase Order No.–Serial number which creates a unique identifier and reference
for the cash purchase order that is assigned consecutively prefixed by the ministry symbol
number.
2) Ministry/Org. – Enter the name of the organization/ministry from which the cash
purchase order is issued.
3) Issue Date– Enter the date that the cash purchase order form is prepared.
4) Requesting Unit and Requisition No. – Enter the name of the department or office for
which the cash purchase order applies, thus enabling proper delivery of the goods. If
applicable, enter the requisition number created as part of a procurement process.
5) M-75 Ref. No. – Enter the serial number of the M-75 Request for Establishment or Update
of Petty Cash Fund Form from which the cash purchase order will be made
6) Item No. – Number each good to be purchased, beginning with “1” for the first item, “2”
for the second item, etc.
7) Object Code- Insert the five (5) digit Object Code to which the cash purchase order item
applies.
8) Qty– Enter the unit of measurement such as meter, liter, or kharwar to measure the
commodities received for each item, in this column.
9) Unit– Enter the unit of measure for each cash purchase order items, e.g. kilograms,
kharwar, meter, or for single objects type “each”.
10) Description – Enter a brief description of each cash purchase order item.
11) Price Est.– This column is used to show the estimated cost of articles required as a basis
for advancing the cash. Enter the best estimate of the purchase price if the actual price
is unknown.
12) Price Paid – After the cash purchase is made enter the actual price paid for each item.
13) Warehouse Officer– This space is provided for the person in warehouse, office or
storeroom responsible for receipt and review of purchased goods to sign and date
verifying the receipt of goods.
14) Total–Sum the total price estimate and price paid for all items in the cash purchase
order.
15) Cash Advance Received From Custodian – The amount of cash advanced by the Custodian
will be entered here. This amount will be the same as the total of Field 11 (Price Est.).
The purchasing committee, procurement office staff or other individuals receiving cash
from the Custodian will initial this line.
16) Balance Refunded from Custodian – If the Total Price Paid (Field 12) is less than the
amount of cash advanced (Field 15); the difference is to be refunded to the Custodian.
When the Custodian receives the refunded amount, they will initial this block and enter
the amount.
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17) Additional Cash Received from Custodian – When the Total Price Paid (Field 12) exceeds
the amount of the cash advance (Field 1); the difference will be entered here by the
Custodian. When this amount is paid by the Custodian a member of the purchasing
committee or other individuals for purchase will initial this line.
18) Remarks–This space is provided to the Warehouse Officer to note any exceptions to the
condition of the goods and to record the item numbers of goods not received. Also, the
Custodian may record any information which they consider essential to the clarity of the
cash purchase order.
Section B: Review and Authorization
19) Recipient (Sign and Date) –This space is provided for the procurement officer, purchase
committee representative or other individuals responsible for purchasing to sign and date
the form indicating receipt of cash to make purchase.
20) Authorizing Authority (Sign and Date) – This space is provided for the manager or other
representative who has the authority to approved purchases for the cash advance
identified in Field 5 – Advance Ref. No.
21) Custodian (Sign and Date) - This space is for the Custodian responsible for the cash
advance to sign and date to certify the cash advance was disbursed to purchase the items
listed in the cash purchase order.
22) Recipient (Sign and Date) -This space is provided for the Recipient to sign after they have
made the required purchase to verify that they have either returned any unused cash or
been reimbursed for any out-of-pocket expenses that the original cash advance did not
cover..
Section C: (This Section shall be filled by Financial Controller)
23) Financial Controller– This space is provided for the Financial Controller to sign and date
after their review and approval.
24) Remarks–This space is provided for the Financial Controller to provide additional remarks
and comments.
AFMIS Transactions: None
Distribution:
Original and copy – Custodian (one to be forwarded to Payment Office for Replenishment)
Copy – Warehouse
Copy – Procurement Office
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M-76 Instructions
Purpose: This ledger will be maintained by the petty cash fund Custodian. Properly maintained,
it will furnish the Custodian with record of cash payments and cash receipts, and thus will
provide an up to date current cash balance.
Maintain as follows:
1) Custodian Name– Enter the name of the Custodian responsible for managing the petty
cash or cash book.
2) Name and Location Code – Enter the four (4) digit Location Code and name of the office
where the petty cash fund has been setup.
3) Coding Block (Allotment #2) –Enter each section of the coding block to which the cash
book applies.
a. Org. (4) – Insert the four (4) digit Sub organization Code of the ministry.
b. Project (6) – Insert the six (6) digits Project Code.
c. Program (3) – Insert the three (3) digits Program Code.
d. Fund (5) – Insert the five (5) digits Fund Component.
e. Object (3) – Insert the three (3) digits Object Code.
4. Fund Limit – Enter the petty amount for which the petty cash fund has been approved.
5. Post Date – Enter the post date of the cash transaction.
6. Doc Ref. – Enter the document name and reference number which records the petty cash
transaction.
7. Object Code (5) – Enter the five (5) digits Object Code describing the cash transaction.
This includes the Object Code for Advances, Acquittals and Refunds.
8. Description – Enter a brief description of the transaction and its purpose.
9. M-12 Acquittal– Enter the serial number of the M-12 Form used to acquit an expense
item.
10. Debit – Enter the debit amount of the cash transaction.
11. Credit – Enter the credit amount of the cash transaction.
12. Balance – Maintain a running balance of the cash position of the petty cash or cash book.
AFMIS Transactions:
None
Distribution:
Original – Custodian
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M‐10 Instructions
Purpose: To authorize cash advances for prepayment of vendors, travel advances and
payments to petty cash funds, Prepare an original and one (1) copy as follows:
Section A – This Section to be filled by the Payment Office.
1) Application No. – This number will be entered when the application is received with
approval signature. Each approved form will be numbered consecutively, beginning with
“1” prefixed by the ministry symbol.
2) Ministry/Org. – Enter the name of the organization/ministry to which the advance will
apply.
3) Issue Date –Enter the date the request for advance is filled out and signed by the
applicant requesting the advance.
4) Requesting Unit/ Employee Name and ID – Enter the name and employee of the
individual to receive the advance and the office/department for which they are receiving
the funds.
5) Advance Request Amount– Enter the advance amount requested by the applicant.
6) Outstanding Advance ‐ on receipt of this form, the Accounting Officer will check if
there is any outstanding advance against the applicant.
7) Advance Request Type–Mark the box identifying the type of advance being requested
(i.e. Salary, Travel, Purchase, Other). If “Other” is selected, specify the advance type in
the space provided.
8) Repayment Schedule ‐ – Insert here the manner or schedule by which the applicant
agrees to repay the advance. In the case of a salary advance, the agreement would be to
make payroll deduction of a specified amount each month for a calculated number of
months.
9) Advance Justification: – Provide a justification for the advance. For example, in the
case of travel advance, the justification would state that the money is to be used to
cover travel expenses authorized by M‐13 Travel Request and Authorization Form.
10) Coding Block (Allotment #2) –Enter each section of the Allotment #2 coding block to
which the advance will be applied.
a. Org. (4) – Insert the four (4) digit Sub organization Code of the ministry.
b. Project (6) – Insert the six (6) digits Project Code.
c. Program (3) – Insert the three (3) digits Program Code.
d. Fund (5) – Insert the five (5) digits Fund Component.
e. Object (3) – Insert the three (3) digits Minor Object Code.
11) Applicant’s Signature (Sign & Date) – This space is provided for applicant to provide
their signature and date.
12) Bookkeeping Officer (Sign & Date) – This space is for the signature of the bookkeeping
officer or his designee and signifies that funds are available in the allotment identified in
the coding block.
Section B: Review and Authorization
13) Authorizing Authority– This space is provided to the officer/manager authorized to
sign and date in order to grant the advance.
14) Amount Approved for Advance – Enter the amount of advance approved by the
authorizing authority. This will be the amount to be paid to the applicant.
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Section C: Status of Advance
15) Date ‐ Insert the date appearing on the document recording the payment of advance.
16) Reference Document – Enter the serial number of the transaction document
(e.g. M‐16 No).
17) Advance Amount – Enter the total amount advanced as per the transaction document.
18) Acquitted Amount –As acquittal of the advance or portions thereof is made, record
the amount here. For example, if repayment is made by payroll deduction, record the
amount of deduction shown on the payroll M‐ 16.
19) Balance – After data is entered in Field 18 ‐ Acquitted, bring forward the new
balance.
Section D: (This Section is to be filled by the Financial Controller)
20) Financial Controller – This space is provided for the Financial Controller to sign and
date the form for their approval.
21) Remarks – This space is provided for the Financial Controller to provide additional
remarks and comments.
AFMIS Transactions: None
Distribution: Original – Accounting Office
Copy -- Treasury/Mustofiat
27. 27
6. References
• Accounting Manual 1.26 of GoIRA
• Financial Regulations Developed pursuant to Public Finance and Expenditure
Management Law, Gazette #893
• CoA ( Chart of Accounts)
7. Attachments (Soft)
• M2
• M3
• M10
• M12
• M75
• M76