Income and Expenditure
- Expenditure which should form part of the payroll system e.g. car allowances, subsistence and payment to casual staff shall not be processed through imprest accounts.
- Items of a value of £50 or more should be purchased through the Council’s creditors system.
- This limit can be set at a higher or lower value in agreement with the Business Unit Head. (click here for guidance notes on petty cash expenditure).
- Only the original advance and reimbursements will be credited to the account.
- Officers operating a petty cash/imprest account must;
- Obtain and retain vouchers to support each payment from the imprest account
- Where appropriate an official receipted VAT invoice must be obtained
- Make adequate arrangements in their office for the safe custody of the account
- Produce, upon demand of the Section 151 Officer, cash and all vouchers to the total value of the imprest account.
- Record transactions properly
- Reconcile and balance the account at least monthly; reconciliation sheets to be signed and retained by the imprest holder
- Provide the Section 151 Officer with a certificate of the value of the account held at 31 March each year by mid April.
- Ensure that the float is never used to cash personal cheques or to make personal loans and that payments into the account are the reimbursement of the float and change relating to purchases where an advance has been made.
- On leaving the Council’s employment or otherwise ceasing to be entitled to hold an imprest advance, an employee shall account to the Business Unit Head for the amount advances to him.
- All non-computerised records relating to imprest accounts shall be maintained in ink.
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