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HomeMy Public PortalAboutPolicy Resolution-12POLICY RESOLUTION NO. 12 POLICY RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NAPA AMENDING POLICY RESOLUTION NO. 12 RELATIVE TO POLICY IN THE MATTER OF A "PETTY CASH" FUND WHEREAS, the establishment and operation of a "Petty Cash" Fund, has resulted in savings of time and expense in preparing requisitions and purchase orders for purchases in the amount of less than two hundred dollars ($200.00). NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Napa, State of California, as follows: Section 1. That Policy Resolution No. 12 initially adopted July 7, 1987 is hereby amended. Section 2. That policy in the matter of a 'Petty Cash" Fund, be and the same is hereby established as follows: 1. A "Petty Cash" Fund is hereby established in the maximum amount of six thousand dollars ($6,000.00). 2. The intent is to provide for emergency and small value purchasing, however, if the desired items are office supplies, the contract discount supplier should be used. For industrial supplies, first contact Central Stores. If the item is not available by catalog, in Central Stores, or on annual contract, departments may proceed with a petty cash purchase. 3. City employees are hereby authorized to make purchases of materials and supplies for City use in an amount not to exceed two hundred dollars ($200.00) per purchase without requisition or purchase order upon approval of the Department Manager. 4. The petty cash voucher, together with the sales slip for the items purchased (marked paid), is to be presented to the cashier at the Collection counter for reimbursement. 5. If the routine use of items requires repeated petty cash purchases, the using department should request Central Stores to stock these items or request a monthly or annual blanket purchase order issuance to cover these purchases, whichever is more suitable. 6. Meals - Individual meal receipts will be honored, provided they do not exceed the designated individual limits. 7. Under no circumstances shall payments for items or services which exceed the two hundred dollar ($200.00) limit be divided into separate amounts and submitted as petty cash purchases. If it is determined by the Finance Office that these constitute one purchase which exceeds the petty cash limit, they may not be honored and reimbursement require a purchase order. 8. Employees are required to designate the proper departmental account numbers for each disbursement. Corrected 10/17/2005 Policy Resolution No. 12 Page 1 of 2 I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City Council of the City of Napa at an adjourned regular meeting of said City Council held on the 13th day of September,2005, by the following roll call vote: AYES: Krider, van Gorder, Martin, Block and Techel NOES: None ABSENT: None ATTES : ´┐Żu CITY CLERK OF THE CITY OF NAPA References - July 7, 1987 July 2, 1991 September 15, 1992 June 17, 2003 Corrected 10/17/2005 Policy Resolution No. 12 Page 2 of 2