Ref: FIN-0008-v2 Page 6 of 17 April 2019
Petty cash procedure
6 Petty cash handover procedures
When the main float / key holder has to handover to another member of staff, in the case of a
temporary change of float / key holder e.g. holidays etc., the following handover procedures must
be followed.
A handover form / book must be kept, showing the contents of the secure box / safe being handed
over, signatures of both members of staff, and the dates upon which the handover takes place.
(Appendix 4 – Handover Form).
All cash must be counted together by float/key holder and the member of staff to whom
responsibility is being handed to, and signed for in the handover form / book by both members of
staff. The new float / key holder must satisfy themselves that all cash, keys, receipt books, cheque
books, cheques waiting to be paid into the bank, patient benefit books, and other valuable
property is correct before signing as new float / key.
In the event that the main float / key holder is unable to handover directly to the relief holder, due
to annual leave / shift patterns / sickness, then a third party must be introduced to count
the contents of the secure box / safe with the main float/key holder, and to then recount
the contents with the relief holder the next day. This third party must also sign the
handover form / book to acknowledge accuracy of the contents.
On no account must a member of staff check and count the contents of the secure
box/safe single handedly when taking over the responsibility of main key holder
responsible for the Petty Cash Float.
7 Financial year end
In order to accurately complete the Trust’s Annual Accounts each petty cash holder will be
required to complete a certificate detailing the breakdown of the float issued as at 31 March.
This certificate will be signed by the float holder and returned to the Financial Control
Department. (Appendix 5 – Year End Certificate)
In order to ensure that the value of floats issued is sufficient for the needs of the Trust the
Assistant Financial Controller will review the levels of petty cash on an annual basis. The
review will examine the levels and frequency of reimbursement to ensure that the optimum
levels of petty cash are issued. Following this review any adjustments required to floats will
be discussed with the float holder prior to implementation.
8 Petty cash sub floats held for expenditure purposes
Petty cash sub-floats will be subject to the same general rules as set out above.
Holders of sub floats held for expenditure purposes (i.e. not change floats) should apply for
reimbursement to the main float holder at regular intervals (between 5 and 10 working days
is acceptable).
Upon receipt of the petty cash disbursement form the cashier, the cashier shall verify all
receipts to the disbursement sheet and ensure the sheet is completed accurately and in full.
The signature of the certifying officer must be checked by the cashier to ensure they are the
authorised sub float holder prior to reimbursement being made.