1. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 500.51
SUBJECT: PETTY CASH Page: 1
Date: 11/16/00
Approved: Jennifer Phillips, Director Revised: 4/24/07
I. PURPOSE
To establish a uniform procedure regarding the use and replenishment of the Petty Cash Fund.
II. POLICY
The Petty Cash Fund is limited to the purchase of goods and services less than two hundred and
fifty dollars ($250). Funds may not be used to purchase items available from existing County
contract unless special authorization is obtained. All purchases made using the Petty Cash
Fund must have prior approval from the Health Care Agency’s (HCA) Program Support and
Purchasing units. Unapproved purchases may not be reimbursed and represent a personal
liability for the employee.
III. SCOPE
Applicable to all personnel responsible for inventory control and accounting procedures.
IV. FORMS
Petty Cash Voucher 8500-56 (8/93)
Petty Cash Fund Log
Advantage Desktop Requisition
V. REFERENCES
Not applicable.
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. Petty Cash Approval
1. The Service Chief requesting funds shall contact the Purchasing Staff Assistant
and describe the item, cost, vendor, and justification of product or services
needed.
2. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 500.51
SUBJECT: PETTY CASH Page: 2
Date: 11/16/00
Approved: Jennifer Phillips, Director Revised: 4/24/07
2. The Purchasing Staff Assistant shall contact Program Support and obtain
approval of the amount requested from the Petty Cash Fund.
3. The Purchasing Staff Assistant shall contact HCA Purchasing and request
approval.
4. The Purchasing Staff Assistant must describe the item, cost, vendor, and
justification of product or services needed.
5. If the purchase is approved, the Purchasing Staff Assistant will be given an
approval number.
6. The Purchasing Staff Assistant forwards the approval number and request for
funds to the Accounting Assistant II.
B. Petty Cash Voucher
1. The Accounting Assistant II completes a Petty Cash Voucher (duplicate form,
attachment A) as follows:
a. Enter today’s date.
b. Enter the Petty Cash Voucher number. This number is a sequential
number that is cross referenced to the Petty Cash Log.
c. Enter the expenditure coding and amount for the items purchased.
d. Enter the vendor along with the approval number obtained from HCA
Purchasing.
e. Enter the purpose of the purchase.
f. The funds are given to the requesting department and are logged on the
Petty Cash Fund Log (attachment B).
g. The Service Chief requesting the funds shall sign the Petty Cash
Voucher as received by.
h. The Director or designee signs approved by.
i. After the purchase has been made, the original sales receipt shall be
forwarded to the Accounting Assistant II. A photocopy is made and the
original is given to the Purchasing Staff Assistant along with the top
copy of the Petty Cash Voucher.
C. Petty Cash Replenishment
After receiving the Petty Cash Voucher and the original sales receipt, the Purchasing
Staff Assistant can request replenishment for the Petty Cash Fund. A Requisition form
will be needed (attachment C).
3. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 500.51
SUBJECT: PETTY CASH Page: 3
Date: 11/16/00
Approved: Jennifer Phillips, Director Revised: 4/24/07
D. Completion of a Requisition
The Purchasing Staff Assistant shall log into Advantage Desktop and store an online
requisition.
1. Fill in request for reimbursement i.e., Requesting Petty Cash reimbursement in
the amount of $10.63 for approval number 1135
2. Enter justification statement i.e., needed for web project.
3. Enter name and phone number of the Purchasing Staff Assistant preparing the
requisition.
4. Attach the copy of the original sales receipt and top copy of Petty Cash Voucher
to the requisition.
E. HCA Purchasing shall return a check for reimbursement to the Purchasing Staff
Assistant. Photocopy the check and attach to the copy of the requisition along with the
photocopies of the voucher and sales receipt. Forward the check to the Account
Assistant II to replenish the Petty Cash Fund.
