HomeMy WebLinkAboutRESOLUTION NO. 2018-63 RESOLUTION NO. 2018-63
A RESOLUTION TO APPROVE THE
PETTY CASH POLICY
WHEREAS, the City of Fairfax, Iowa desires to have a petty cash policy; and
WHEREAS, the City of Fairfax, Iowa, has drafted the attached petty cash policy and
forms.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax,
Fairfax, Iowa, that they adopt the attached petty cash policy and forms; and
BE IT FURTHER RESOLVED,by the Fairfax City Council of the City of Fairfax,Iowa,
that the Mayor and City Clerk are hereby directed to certify this resolution of approval.
Passed and approved this 1 lth day of September, 2018,
AYES: Daly, Kell, Volk, and Wainwright
NAYS: None
ABSENT: Otto
Burnell G. Frieden, Mayor
ATTEST:
Cyn hia K. Stimson, City Clerk/Treasurer
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CITY OF FAIRFAX, IOWA
PETTY CASH FUND POLICY
A petty cash account is defined as any sum of money or other resources set aside for
making change.
Petty cash fund enables city employees to make change when collecting payments.
Petty cash shall not be used for any purchases.
The Fairfax Public Library shall keep a petty cash fund not to exceed $10.00. The
Library Director is responsible to see that the amount is in needed denominations for
making change and counted and balanced on a weekly basis. A record of the balancing
should be kept on record at the library.
Fairfax City Hall shall keep a petty cash fund not to exceed $100.00. Fairfax City Hall
staff is responsible to see that the amount is in needed denominations for making
change and counted and balanced on a weekly basis. A record of the balancing should
be kept on record at the Fairfax City Hall.
Occasionally a petty cash or till is needed for a special event. The person responsible
for the special event will submit a Till Request Form to Fairfax City Hall describing the
event, giving the date the till is needed, and showing the total amount and
denominations needed. Each person handling the till shall date and sign the Till
Request Form through the entire process.
A check will be made payable to a Fairfax City Hall staff member. That person is
responsible to get the check cashed in the requested denominations, having another
staff member double count the money, place the money in a cash box or bank bag, and
informing the person responsible for the special event they may pick up the till.
The person picking up the till from Fairfax City Hall is responsible to count the money
before leaving with the cash box or bank bag and returning the same amount of cash
and cash box or bank bag back to Fairfax City Hall promptly after the special event for
re-deposit. Two staff members at City Hall will verify the amount of cash received for
re-deposit of the till and proceeds from the special event.
To prevent access by unauthorized persons, petty cash and any cash tills should be kept
in a locked box. That box should be locked up when not open for business in the safe.
In case of theft or mysterious disappearance, the Mayor must be notified as soon as the
loss is discovered. If the situation warrants, the police should also be notified.
CITY OF FAIRFAX
PETTY CASH COUNT FORM
Date of Count:
Circle One:
Library $10.00 City Hall $100.00
Person Counting Petty Cash:
Denominations Counted:
TOTAL:
CITY OF FAIRFAX
TILL REQUEST FORM
Date Submitting this Form:
Person Requesting Till:
Describe Special Event where the till is needed:
Date of Special Event:
Amount of Till Needed:
Denominations Needed:
TOTAL REQUESTED:
Date Till is Needed:
Person to call to pick up the till when ready:
Phone Number:
See back of form for signature and date lines for handling the till.
Amount of Till:
Initial Count:
Date: Signature:
Date: Signature:
Taking Till from City Hall Count:
Date: Signature:
Special Event Counts:
Date: Signature:
Date: Signature:
Date: Signature:
Returning Till and Proceeds to City Hall Count:
Date: Signature:
Date: Signature:
Amount of Till:
Amount of Proceeds: