Reception Petty Cash Transactions Procedure

Reception Petty Cash Transactions Procedure

(inc fuel petty cash for Leuchie Vehicles) 

 

Purpose:  To ensure accurate records are kept of petty cash transactions.

Procedure:

• Petty cash box should be kept locked in the safe in the reception.
• The maximum amount in the petty cash box should be £500.
• If money is needed from petty cash to make purchases a petty cash slip should be filled in and signed for by receiver and reception.
• The petty cash slips should have a sequential reference number.
• The transaction should then be entered in the spreadsheet within the relevant month and in sequence with the number on the petty cash slip. 
• Receipts should be stapled to appropriate petty cash slip and kept in petty cash box until the last day of the month.   
• Top up money can be transferred from the red cash tin or by cheque taken to the bank to be cashed as top up
• The authorised signatories are: Mark Bevan and Nicola Collin.  Signatories are required to sign the cheque once all details of required amount have been entered by receptionist.  

• A new spread sheet to be started on the 1st of each month.  
• All receipts/slips should be banded up and put in the accounts pocket holder in the bottom of safe to be collected by Heather Samuel at the end of the month. 
• This is the exact same procedure for the fuel petty cash apart from entries are entered into a separate spread sheet for fuel and all petty cash slips kept separate from main petty cash slips.   
• Petty cash should be counted minimum of 4 times during each holiday group of 11 days by two members of staff. Discrepancies in the balance should be reported to the Reception manager and Accounts.

 

R001 June 2025

 Leuchie is a charity registered in Scotland no. SC042249.  Company no. SC392721