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School District of Philadelphia
Policy and Procedures

Subject	Imprest Funds (Petty Cash)
Classification	Reimbursement
Date Issued	September 1978
Policy Number	803.7
Issued by	Division of Administrative Services
Supersedes	Memos: File #500, 6/12/74, 6/5/75, 6/4/76
Review Before	To be determined

A. REIMBURSEMENT REQUESTS

     1. Normal Frequency

     a. Reimbursement requests are to be submitted in accordance with a ten-working-day accounting processing cycle.
     b. The processing cycle begins on the day the request is received by the Accounting Division.
     c. A reimbursement request is to be submitted when the fund is approximately 40% expended.
     d. An additional request may be filed, when the need arises, even though a prior reimbursement request check may not have been received.

     2. Special Conditions and/or Emergencies

     The Director of Accounting may issue a special reimbursement upon receipt of a written request describing the emergency need.

B. RECONCILIATION OF IMPREST

     1. When a reimbursement request is filed, the "Fund Reconciliation" section, of Form SEH 197 is to be completed. Failure to complete the section will delay the reimbursement process.

     2. If no reimbursement request is filed during the month of May, Form SEH 1-99 must be submitted to the Director of Accounting on May 31.
 

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