Post on 25-May-2015
description
Wednesday, April 12, 2023 Buckman Direct Diversion 1
BDD FY2012 Petty Cash and Purchase Voucher Training
Preliminary Procedure
Wednesday, April 12, 2023 Buckman Direct Diversion 2
Training Agenda1. 9:00-9:15 am: How to complete Petty
Cash reimbursement request2. 9:16-9:30 am: How to complete Purchase
Voucher reimbursement request
Wednesday, April 12, 2023 Buckman Direct Diversion 3
ObjectivesKnow Section 10 Petty Cash Purchases, page 43 of the City of Santa Fe Purchasing Manual.Know where to locate a blank Petty Cash Reimbursement VoucherProvide the required information on the Petty Cash Voucher.Know how to receive your petty cash reimbursement.Know the City of Santa Fe policy on Purchase Vouchers.Know where to locate a blank Purchase Voucher.Provide the required information on the Purchase Voucher.
Wednesday, April 12, 2023 Buckman Direct Diversion 4
Section 10 Petty Cash Purchases, p. 43 City of Santa Fe Purchasing ManualRemember: “One limit, two doc’s, three siggies.”
• <= $75.00 only
1
Dollar Limit
• Completed Petty Cash Reimbursement Voucher signed by employee and Department or Division Manager.
• Attached invoice or purchase receipt itemized with quantity, unit price, and total extended cost with item description.
2 Document
s• Finance Department Director if $50-$75 or
designate• Finance Department designate if <$50• Department Director or Division Manager
3 Signature
s
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Where do I find the Petty Cash Reimbursement Voucher?
• Username:• Password:• http://www.ci.santa-fe.nm.
us/cityhall/cityhall.html
City of Santa
Fe Intrane
t
Wednesday, April 12, 2023 Buckman Direct Diversion 6
Use the City’s Intranet 1. Click on Finance Documents
2. Click on Petty Cash Voucher
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Properly Provide the required information on the Petty Cash Voucher.
Discussion Questions:1. How much is the total
voucher amount?2. Who signed for Finance?3. How many receipts should
Erika have attached to the voucher?
4. After Erika completes the 1, 2, 3’s for the voucher, what should she do with the document?
5. If she’d spent $80 on postage with cash, could she split it up on two forms?
6. What if she’d bought 1 space heater for $80, could she split it up on 2 forms?
Wednesday, April 12, 2023 Buckman Direct Diversion 8
Know how to get your petty cash reimbursement
2. Employee takes the
documents to City Finance, 1st Floor, 200
Lincoln Avenue, Santa Fe, NM
3. Employee goes to Accounting window in City Finance’s main
hall and presents voucher for Finance
Signatures(s).
4. Employee takes the signed voucher down the hall to Cashiers window on 1st Floor, 200 Lincoln Avenue, Santa Fe, NM. Clarence Romero is the
City Cashier
1. Employee completes the
1, 2, 3’s
Go do: Read page 187 of the city’s Personnel Rules and Regulations
Wednesday, April 12, 2023 Buckman Direct Diversion 9
Page 187 Personnel Rules and Regulations
Wednesday, April 12, 2023 Buckman Direct Diversion 10
Page 188 Personnel Rules and Regulations
Wednesday, April 12, 2023 Buckman Direct Diversion 11
Know the City of Santa Fe Policy on Purchase Vouchers
• Applicable to full or part time non-union classified, exempt, and term employees. Every 12 mos.
• Business Unit 62107 and Object Account 556205
Non-Union Employee Eyewear
Benefit, p. 107 policy 2100-1-1
• PROHIBITED reimbursements include: Office snacks, meals, or beverages, refreshments for recurring staff meetings or other regular meetings; celebrations for employee birthdays, employment anniversaries or leaving city employment; personal cards and flowers for staff or families; entertainment, sightseeing, cover charges or tickets to events or shows, gifts, limos, parking tickets or fines; alcohol; political contributions or donations, contributions to non-profits or private organizations; holiday parties or refreshments.
Costs Not Covered Under
Travel/per Diem 2100-
3-1
• Refer to Exhibit III
Resolution 2003-104 Adopting Per Diem and Mileage Act, Section 10-8-
1 to 10-8-8 of NMSA 1978
Wednesday, April 12, 2023 Buckman Direct Diversion 12
Where do I find the Purchase Voucher?
• Username:• Password:• http://www.ci.santa-fe.nm.
us/cityhall/cityhall.html
City of Santa
Fe Intrane
t
Wednesday, April 12, 2023 Buckman Direct Diversion 13
Use the City’s Intranet 1. Click on Finance Documents
2. Click on Purchase Voucher. You may type in the form.
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Properly Provide the required information on the Purchase Voucher.
Wednesday, April 12, 2023 Buckman Direct Diversion 15
Properly Provide the required information on the Purchase Voucher.
A check will be mailed to the name and address provided in section 7 of the form. We do not need to use PO Box 909.
Registration Fees and examination fees may be reimbursed under the “Purchase” authorization provided: No registration or
exam fee includes lodging or meals.