1. PURPOSE
Reimburse invoices and recharging the permanent petty cash balance.
2. APPLICABILITY
2.1. All departments/ employees who got permanent petty cash
3. DEFINITIONS
3.1. Petty Cash Reimbursement: is to refill the fund according to the released amounts. That can happen by submitting the related invoices back to the finance department to settle those paid amounts in a financial way.
4. POLICY
- 4.1. All reimbursement requests should be approved by the director / manager of requester department including all related invoices that have been paid.
- 4.2. In case there are comments on one of the petty cash invoices, this invoice is excluded and the remaining amount of petty cash is reimbursed.
- 4.3. Petty cash reimbursement request should be submitted when each item is consumed by 40%.
5. PROCEDURE
- 5.1. The reimbursement request is sent to the Finance Manager for review and checked for completeness and for being signed by the concerned department director / manager. According to the review results:
- 5.1.1. In case there are no comments, the request is submitted to the CEO for review and approval.
- 5.1.2. In case there are comments, the request is sent back to the requester department to do required amendments and the requester department is informed of the rejection and its reasons.
- 5.2. The CEO approves or rejects the reimbursement request.
- 5.3. The accountant of petty cash creates the reimbursement on the system, and then the requester department is informed.
6. RESPONSIBILITIES
- 6.1. The accountant of petty cash creates the reimbursement.
- 6.2. The manager of finance for review and check for completeness of the reimbursement request.
- 6.3. The CEO approves or rejects the reimbursement request.
7. APPENDICES
- 7.1. Process graphic: Reimburse Petty Cash (Appendices A.)
- 7.2. Process steps: Reimburse Petty Cash (Appendices B.)
9. DEVELOPMENT TEAM
- 9.1. Accountant, Financial Control
- 9.2. Accountant, Treasury
- 9.3. Accounting, Financial Accounting