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Petaluma City Schools |  AR  3314.2  Business and Noninstructional Operations

Revolving Funds   

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Revolving Cash Fund

School district expenditures shall routinely be made by warrant in payment of purchase order issued by the regular procedure and approved by the county office. Payment through the Revolving Funds shall be an exception to this, and shall be made only if the expenditure fits one of the purposes and falls within the specified limits outlined in this regulation.

The Revolving Cash Funds of the two districts shall total $29,200.00. Of this, $10,000.00 shall be deposited in a local bank. An amount of $19,200.00 shall be divided into imprest petty cash funds as follows:

1. $200.00 to Transportation Department

2. $1,000.00 each to all five elementary schools

(Grant, McDowell, McKinley, McNear and Valley Vista Elementary Schools)

3. $1,500.00 each to both junior high schools

(Kenilworth and Petaluma Junior High Schools)

4. $2,000.00 each to both high schools

Casa Grande and Petaluma High Schools)

5. $1,000.00 each to both Necessary Small High Schools

(Carpe Diem and Sonoma Mountain High Schools)

6. $1,000.00 to San Antonio High School

7. $1,000.00 to Valley Oaks Elementary/High

8. $1,000.00 to each to both charter school

(Mary Collins Charter School at Cherry Valley and Penngrove Charter School)

9. $1,000.00 to Petaluma Adult School

The purpose of a petty cash fund is to have cash available in the office of the principal or other administrative officer for express charges, postage due and other unforeseen small expenses which cannot conveniently be charged and handled in the usual manner.

1. The amount of cash funds at any school site shall not exceed the amounts established in this regulation.

2. The principal or administrative official in whose name the fund is created will be responsible for all expenditures made from it.

3. Each disbursement will be supported by an original receipt, a cash register tape, a sales slip or other evidence of the expenditure. Such evidence will be summarized monthly, or earlier if the fund needs replenishment.

4. The original receipts and request to reimburse documents will be forwarded to the business office where a check will be issued to replenish the fund. Site budgets will be charged for shortages and items without a receipt.

5. The amount on deposit plus receipts of disbursement must always equal the original amount of the fund.

6. Funds will be regularly audited by the business office.

7. Funds are subject to audit by the district's auditor.

8. Money left overnight in schools shall be kept in a safe or secured place.

9. Assistant Superintendent, Business or his/her designee will be included as one of signatories of the accounts.

Regulation PETALUMA CITY SCHOOLS

approved: January 14, 2003 Petaluma, California

revised: May 8, 2007

revised: October 28, 2014