A petty cash account shall be established for funds at each school and the business office. These funds are for the purchase of materials, supplies or services under conditions requiring immediate payment.
The amount of each fund will not exceed $100.00. The exact amount of each fund will be set by the Board of Education at the reorganizational meeting. The Board, upon the recommendation of the Superintendent of Schools, shall appoint a bursar (business office clerk) for each petty cash fund who shall administer and be responsible for such fund.
To ensure that these funds are properly managed, the following guidelines shall be followed:
1. Receipts and cash-on-hand must always total the authorized fund amount. All disbursements from such funds are to be supported by receipted bills, paid out slips or other evidence documenting the expenditure.
2. Payments may be made from petty cash for materials, supplies, or services only when payment is required on delivery. Sales tax on purchases will not be paid by the school district from petty cash funds.
3. The School Business official is responsible for the overall supervision of the petty cash accounts.
The district shall reimburse uses of petty cash funds up to the extent of expenditures, with appropriate documentary support (properly itemized bills). Each fund will be closed at the end of the school year.
Education Law §§1604(26); 1709(29)
8 NYCRR §170.4