Ref: FIN-0008-v2 Page 1 of 17 April 2019
Petty cash procedure
Petty Cash Procedure
Ref FIN-008.v2
Status: Approved
Document type: Procedure
Ref: FIN-0008-v2 Page 2 of 17 April 2019
Petty cash procedure
Contents
1 Purpose............................................................................................................. 3
2 Related documents .......................................................................................... 3
3 Introduction ...................................................................................................... 4
4 Procedure ......................................................................................................... 4
5 Changes to official petty cash holder ............................................................. 5
6 Petty cash handover procedures .................................................................... 6
7 Financial year end ............................................................................................ 6
8 Petty cash sub floats held for expenditure purposes .................................... 6
9 Petty cash expenditure purpose ..................................................................... 7
10 Definitions ........................................................................................................ 7
11 References ........................................................................................................ 7
12 Document control ............................................................................................ 8
12.1 Appendix 1 – New / Amendment to Petty Cash Float Holder ........................ 9
12.2 Appendix 2 - Petty Cash Receipts / Vouchers (Controlled Stationery) ...... 10
12.3 Appendix 3 – Schedule of Petty Cash Payments (Controlled Stationery) .. 11
12.4 Appendix 4 – Handover Form ........................................................................ 12
12.5 Appendix 5 – Year end Certificate ................................................................. 13
12.6 Appendix 6 - Equality Analysis Screening Form ......................................... 14
Ref: FIN-0008-v2 Page 3 of 17 April 2019
Petty cash procedure
1 Purpose
This document explains the procedures required to be taken by officers of the Trust to
ensure the use of petty cash is completed properly and appropriately in line with the Trusts
Standing Orders and Financial Instructions. The purpose of petty cash is to reduce the
bureaucracy associated with purchasing low value items / services required in an emergency
on an ad hoc basis at the various units in the Trust.
2 Related documents
This procedure describes what you need to do to manage a Petty Cash Float and should be
read in conjunction with the following guidance notes / policies:
Guidance Notes for the Handling of Patients Monies and Valuables
Security of Cash, Cheques, Receipts and Other Valuables
If you have any queries regarding the handling of Petty Cash that has not been
covered in this Procedure Note, please refer them to:
Financial Control,
Flatts Lane Centre,
Flatts Lane,
Normanby.
Telephone Number: 01642 283929.
Ref: FIN-0008-v2 Page 4 of 17 April 2019
Petty cash procedure
3 Introduction
Petty cash holders are responsible for the total float including sub-floats e.g. for postage
stamps or for giving change (canteens etc.).
The upper limit for reimbursement of any purchase from petty cash is determined by the
Trust’s Scheme of Delegation. The current limit is £35.00 and any reimbursements above
this limit require the prior approval of the Assistant Financial Controller.
Petty cash holders are authorised by the Assistant Financial Controller to hold a float to a set
value. The Finance Directorate will retain names and specimen signatures of those officers
authorised to encash petty cash cheques. Copies of those signatures will be sent to the
Trust’s bankers. The petty cash holder will need to designate the branch of the Trust’s bank it
intends to use to encash cheques. Each branch will receive a copy of the specimen
signatures of those officers authorised to encash cheques.
When taking the cheque to the nominated branch of the Trust’s bank petty cash holders must
take their ID badge. (Appendix 1 – New/Amendments to Petty Cash Float Holders).
Each petty cash float holder should be provided, where practicable with a lockable cash box
and / or a lockable cash drawer and / or safe. The float holder will be responsible at all times
for security of a cash box, drawer or safe and the safekeeping of keys thereto. The key to
cash box or drawer will be carried by the float holder, they must not be on a key ring with
other keys i.e. drug cupboards, whether locked or unlocked. Where a safe is available, cash
boxes shall be kept there in outside office hours.
4 Procedure
All disbursements from petty cash shall only be made once a receipt or proof of purchase is
obtained. The actual till receipt for items bought must be authorised by a senior person
agreeing the expenditure. Petty cash vouchers are also completed to accompany till receipts
in ALL cases, detailing items purchased, the financial code, the name and signature of the
recipient.
Before cash is handed over, the payee must sign the bottom of the voucher (this is proof that
the cash is handed over) both receipts are to be attached and kept in the petty cash tin for
reimbursement. (Appendix 2 - Petty Cash Receipts / Vouchers).
It is important to ensure that the name of the person receiving the disbursement from petty
cash is recorded on the ‘Schedule of Petty Cash Payments’ form and not the Ward or
Department they work in. The financial code detailed on the petty cash voucher must also
be copied onto the “Schedule of Petty Cash Payments” form. (Appendix 3 – Schedule of
Petty Cash Payments).
The description of the items purchased on the schedule must be sufficiently detailed to
ascertain the nature of the payment.
Under no circumstances can an advance of petty cash be made.
Ref: FIN-0008-v2 Page 5 of 17 April 2019
Petty cash procedure
Disbursements can only be made from the relevant petty cash float and not from any other
funds, e.g. patient’s monies float etc.
Reimbursements of petty cash should take place at regular intervals (between 5 and 10
working days is acceptable). The request for reimbursement must reconcile the cash in hand
and payment vouchers with the value of the float issued. This reconciliation is to be shown
on the request form with the signature of the float holder to confirm that this has been done.
If any discrepancies exist this must be reported immediately to the Assistant Financial
Controller.
Petty Cash sheets once completed should be sent to the Finance Office, Flatts Lane
for reimbursement.
The Trust has a contract with a security company to deliver petty cash to a number of sites
which require reimbursements of substantial amounts on a regular weekly basis.
This can be done by the completion of a template provided by (accounts receivable) being e-
mailed by 2.00pm on the Thursday for reimbursement on the following Wednesday. All
originals must be submitted with supporting expenditure vouchers to the Finance Dept. Flatts
Lane.
Any delays in submission of the reimbursement may result in site having to wait a further
seven days for reimbursement.
Petty cash holders must ensure that holders of any sub-floats produce both the till receipt /
vouchers and cash balances when seeking reimbursement of this float. If reimbursement
claims from the sub-float are infrequent the Petty Cash Holder shall ensure that the sub-float
still exists and is still required.
Any requests to change the value of the float issued must be submitted to the Assistant
Financial Controller in writing detailing the reasons for the change.
Under no circumstances may an officer borrow from a float, whether or not an
acknowledgement is given, nor may any personal cheques be cashed from a float.
Breach of this rule will render the member of staff concerned liable to disciplinary
action.
5 Changes to official petty cash holder
When a permanent change of float/key holder is imminent the outgoing holder shall arrange
for the reimbursement of the float in the usual manner. A handover form signed by both the
outgoing and incoming holders, showing the reconciliation between payments, cash and the
float issued should be completed and retained at the location of the float. (Appendix 4 –
Handover Form).
Permanent changes to petty cash holders should be notified to the Finance Directorate by
completion of a new/amendments to float holder form (Appendix 1 – New / Amendments to
Petty Cash Float Holders).
If a float/key holder is leaving his or her post and the float is not being immediately
transferred to a new holder, the Assistant Financial Controller must be promptly informed so
that arrangements can be made for the float to be reconciled and refunded to the Trust
before the holder leaves.
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.
Ref: FIN-0008-v2 Page 7 of 17 April 2019
Petty cash procedure
9 Petty cash expenditure purpose
Petty cash should not be used for the following items of expenditure:
• Staff travel expenses / car parking – these should be submitted via payroll travel
expenses procedure.
• Cigarettes / alcohol.
• Petrol for pool cars – Fuel cards are available
• Retirement Buffets – should be ordered via the sites catering department or
through Cardea.
• Patients Travel can be reimbursed from Petty Cash in line with the ‘Hospital
Travel Scheme Guidance’.
• Petty cash reimbursements must not be used for purchasing of stationery,
furniture, electrical goods etc. as these should be ordered through Cardea.
10 Definitions
Term
Sub Float
Controlled Stationery
11 References
No references with this version.
Ref: FIN-0008-v2 Page 8 of 17 April 2019
Petty cash procedure
12 Document control
Date of approval:
April 2019
Next review date:
April 2022
This document replaces:
FIN-008-v1
Lead:
Name
Title
Gilliam Duffield
Financial Accountant – Efficiency
/ VFM
Members of working party:
Name
Title
This document has been
agreed and accepted by:
(Director)
Name
Title
Patrick McGahon
Director of Finance and
Information
This document was
approved by:
Name of
committee/group
Date
Senior Finance Meeting
4 April 2019
An equality analysis was
completed on this document
on:
19 March 2019
Change record
Version
Date
Amendment details
Status
2
4 April 2019
Minor procedural updates
approved
Ref: FIN-0008-v2 Page 9 of 17 April 2019
Petty cash procedure
12.1 Appendix 1 – New / Amendment to Petty Cash Float Holder
BARCLAYS BANK PLC
Newcastle Service Team
Barclays Commercial Bank
PO Box 378
71 Grey Street
Newcastle Upon Tyne
NE99 1JP
Sort Code:
Account Number:
(Current Account)
Address:________________________________________________________________________
________________________________________________________________________
Contact No.:_____________________________________
A. NOMINATED OFFICERS FOR ENCASHMENT
NAME
1
(Float Holder)
2
3
4
5
B. NOMINATED OFFICERS TO BE DELETED
1
2
I/we undertake not to stop any payment of any cheque cashed under this facility. Please
instruct your bank to cash cheques in accordance with this request.
Authorised By:___________________
Signature:__________________________
Designation:_____________________ Date:_________________
Authorised By:___________________ Signature:__________________________
Designation:_____________________ Date:_________________
TEES, ESK & WEAR VALLEYS NHS FOUNDATION TRUST
PETTY CASH ARRANGMENTS WITH BARCLAYS BANK PLC
FLATTS LANE CENTRE, FLATTS LANE, NORMANBY, TS6 0SZ
E. AUTHORISED BY BUDGET HOLDER/GENERAL MANAGER: _____________________________
Department / Ward:_______________________________________________________________
SPECIMEN SIGNATURE
C. MAXIMUM PETTY CASH LIMIT ALLOWED
: £___________________ (ANY ONE CHEQUE)
D. BARCLAYS BRANCH TO BE USED:_________________________________________________
Float Name:_______________________________________________________________
Please complete this form and return to
Financial Control Flatts Lane Centre
FINANCE USE ONLY
BARCLAYS BANK PLC USE ONLY
Ref: FIN-0008-v2 Page 10 of 17 April 2019
Petty cash procedure
12.2 Appendix 2 - Petty Cash Receipts / Vouchers (Controlled
Stationery)
Ref: FIN-0008-v2 Page 11 of 17 April 2019
Petty cash procedure
12.3 Appendix 3 – Schedule of Petty Cash Payments (Controlled Stationery)
Ref: FIN-0008-v2 Page 12 of 17 April 2019
Petty cash procedure
12.4 Appendix 4 – Handover Form
TEES ESK & WEAR VALLEYS NHS FOUNDATION TRUST
HAND OVER RECONCILIATION FORM
ANALYSIS OF CASH HELD AT THE ………………………………………………. ON DATE
UNIT Patients Monies Petty cash
NO
1
2
3
£20 4
5
£10 6
7
£5
8
9
£2 10
11
£1 12
13
50P 14
15
20P 16
17
10P
18
19
5P
20
21
Copper 22
23
24
25
Total Cash 0.00
0.00
Total Vouchers 0.00
Summary Cash 0.00
Vouchers 0.00
Total
0.00
Handed Over
Tick
Safe Keys
Petty Cash
Patients Monies
Handed Over By: Name Signature Date
Recevied By: Name Signature Date
THIS FORM MUST BE SIGNED AND DATED BY BOTH THE OUTGOING CASHIER AND THE INCOM ING CASHIER ON EACH
OCCASION THAT A HANDOVER OF KEYS AND CONTENTS TAKES PLACE
ONCE SIGNED AND AGREED THIS FORM MUST BE KEPT ON FILE FOR AUDITABLE PURPOSES
FIN-0008-v2 Page 13 of 17 April 2019
Petty Cash procedure
12.5 Appendix 5 – Year end Certificate
Petty Cash Holder :
Reimbursement type/Location:
Petty Cash Name of Float:
PLEASE READ THE GUIDANCE NOTES ATTACHED BEFORE COM PLETING THIS FORM
I confirm that the petty cash / postage / patients floats held on …………………. are made
up as follows :
POSTAGE
PETTY
CASH
PATIENTS
MONIES
TOTAL
£ £ £ £
(B) (C)
AWAITING REIMBURSEMENT (D)
(E) (F)
(Please Provide Copy)
TOTAL FLOAT ** ** **
**CASH HELD PLUS AWAITING REIMBURSEMENT SHOULD EQUAL TOTAL FLOAT
AUTHORISED BALANCE *£
*PLEASE NOTE : ALL FLOAT TOTALS MUST BALANCE BACK TO AUTHORISED BALANCE FIGURE
If applicable please could you also record your FRANKING MACHINE BALANCE) £
Signed……………………………………………………. Name…………………………………………..
Designation…………………………………………………………………………………………………..
ANY PETTY CASH/POSTAGE/PATIENTS MONIES GIVEN OUT AFTER
THE DATE OF CERTIFICATE MUST BE RECORDED AS 1ST APRIL 2014
TEES, ESK AND WEAR VALLEYS NHS FOUNDATION TRUST
FINANCIAL CONTROL DEPARTMENT
PETTY CASH CERTIFICATE AT ………………..
CASH HELD as at
…………….. (A)
PLEASE ENSURE THIS FORM IS RETURNED BY ………………………………..
PLEASE NOTE
FIN-0008-v2 Page 14 of 17 April 2019
Petty Cash procedure
12.6 Appendix 6 - Equality Analysis Screening Form
Please note; The Equality Analysis Policy and Equality Analysis Guidance can be found on InTouch on the policies page
Name of Service area, Directorate/Department
i.e. substance misuse, corporate, finance etc.
Finance
Name of responsible person and job title John Chapman, Financial Controller
Name of working party, to include any other
individuals, agencies or groups involved in this
analysis
Gill Duffield, Internal Audit
Policy (document/service) name Petty Cash Procedure
Is the area being assessed a… Policy/Strategy Service/Business plan Project
Procedure/Guidance X Code of practice
Other – Please state
Geographical area covered Trustwide
Aims and objectives Ensure the safe handling and correct use of petty cash
Start date of Equality Analysis Screening
(This is the date you are asked to write or
review the document/service etc.)
28/6/19
End date of Equality Analysis Screening
(This is when you have completed the equality
analysis and it is ready to go to EMT to be
approved)
28/6/19
FIN-0008-v2 Page 15 of 17 April 2019
Petty Cash procedure
You must contact the EDHR team if you identify a negative impact. Please ring Sarah Jay or Ian Mhlanga on 0191 3336267/3046
1. Who does the Policy, Service, Function, Strategy, Code of practice, Guidance, Project or Business plan benefit?
Service users and clinical staff
2. Will the Policy, Service, Function, Strategy, Code of practice, Guidance, Project or Business plan impact negatively on any of the
protected characteristic groups below?
Race (including Gypsy and Traveller)
No
Disability (includes physical,
learning, mental health, sensory
and medical disabilities)
No
Sex (Men, women and gender
neutral etc.)
No
Gender reassignment (Transgender
and gender identity)
No
Sexual Orientation (Lesbian, Gay,
Bisexual and Heterosexual etc.)
No
Age (includes, young people,
older people – people of all
ages)
No
Religion or Belief (includes faith
groups, atheism and philosophical
belief’s)
No
Pregnancy and Maternity
(includes pregnancy, women who
are breastfeeding and women on
maternity leave)
No
Marriage and Civil
Partnership
(includes opposite and same
sex couples who are married or
civil partners)
No
Yes – Please describe anticipated negative impact/s
No – Please describe any positive impacts/s
FIN-0008-v2 Page 16 of 17 April 2019
Petty Cash procedure
3. Have you considered other sources of information such as; legislation, codes of practice, best practice,
nice guidelines, CQC reports or feedback etc.?
If ‘No’, why not?
Yes
YES
No
Sources of Information may include:
• Feedback from equality bodies, Care Quality
Commission, Equality and Human Rights Commission,
etc.
• Investigation findings
• Trust Strategic Direction
• Data collection/analysis
• National Guidance/Reports
• Staff grievances
• Media
• Community Consultation/Consultation Groups
• Internal Consultation
• Research
• Other (Please state below)
4. Have you engaged or consulted with service users, carers, staff and other stakeholders including people from the following protected
groups?: Race, Disability, Sex, Gender reassignment (Trans), Sexual Orientation (LGB), Religion or Belief, Age, Pregnancy and
Maternity or Marriage and Civil Partnership
Yes – Please describe the engagement and involvement that has taken place
None, update to an existing procedure.
No – Please describe future plans that you may have to engage and involve people from different groups
FIN-0008-v2 Page 17 of 17 April 2019
Petty Cash procedure
5. As part of this equality analysis have any training needs/service needs been identified?
No
A training need has been identified for;
Trust staff No
Service users No Contractors or other outside
agencies
No
Make sure that you have checked the information and that you are comfortable that additional evidence can provided if you are
required to do so
The completed EA has been signed off by:
You the Policy owner/manager:
Type name: John Chapman
Date:
28/06/19
Your reporting (line) manager:
Type name: Wendy Griffiths
Date:
28/06/19
If you need further advice or information on equality analysis, the EDHR team host surgeries to support you in this process, to book on and
find out more please call: 0191 3336267/3046