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School District of Philadelphia
Policy and Procedures

Subject	Imprest Funds (Petty Cash)
Classification	Transfer of Fund to New Responsible Custodian
Date Issued	September 1978
Policy Number	803.12
Issued by	Division of Administrative Services
Supersedes	Memos: File #500, 6/12/74, 6/5/75, 6/4/76
Review Before	To be determined

When a new responsible custodian is named, the following procedure must be observed:

A. Present Responsible Custodian

1.A reimbursement request to reimburse all vouchers on hand must be prepared immediately and submitted to the Accounting Division (section #803.7).
2. The Office of the Internal Controller is to be called by telephone and an immediate transfer audit requested.
3.A letter requesting the transfer of funds must be prepared in quadruplicate and forwarded to the Director of Accounting, with a check payable to the new responsible custodian in the amount of the checkbook balance.
4. When the Internal Controller has audited the account, all four copies of the transfer letter are to be signed by the auditor and witnessed by the new responsible custodian.
5. The original and one copy of the transfer letter is to be retained by the present responsible custodian.

B. When a new responsible custodian is named under unusual or emergency conditions, the transfer of funds may be accomplished by a central administrator.
 
 
 

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