Finance

To meet day to day expenses, Center For Family Services allows setting up a Petty Cash account at the program level. The Petty Cash account request is authorized by the Associate Vice President in charge of the program and approved by the Finance Director. The range of the amount of the request for petty cash varies from program to program based on budget size, location and nature of service rendered by the program. Petty cash funds must be kept in a locked file cabinet or safe with only designated employees having access and being responsible for the funds. Random checks are made periodically to assure internal controls are kept and maintained on the petty cash funds.

The amount of the petty cash fund is generally limited to $500. A petty cash fund is used to make small purchases of goods and services and for emergencies. The use of petty cash fund for the residential programs includes payment for special activities for clients. Receipts for all purchases must be kept and submitted to the fiscal office every calendar month in order to replenish the funds. The funds will be reimbursed in accordance with the accounts payable process. The accounts payable check will be made payable to the “employee” authorized to having access to the funds.

Petty Cash Procedures:

1. A request for Petty Cash must be made to Associate Vice President of Finance
2. Upon approval from Finance, a Check Request must be submitted to set up the initial Petty Cash account.
3. Only one person can be designated as a petty cash authorized employee per program.
4. Petty cash will be issue to the authorized employee only.
5. Allow three business days, from date the check request was received, for processing.
6. Cash petty cash check.
7. Keep all funds in a locked box in a secure location at the program
8. Make purchase(s) as needed with petty cash funds. Retain all original receipts
9. Complete Petty Cash Reimbursement form and attach all receipts. Associate Vice President must approve the Petty Cash Reimbursement form upon review of receipts
   
   1. If any petty cash purchases are deemed used for client assistance, a signed Client receipt of goods and services must accompany the designated receipts
10. Petty Cash must be settled every calendar month regardless of amount of funds used.
11. Petty cash accounts are not transferable from employee to employee.
12. Petty cash accounts must be completely closed out by providing all receipts and/ or unused funds to the fiscal office.
13. Revert back to step 3 to set up a new initial Petty Cash account with a different designated employee.

Purpose of Program Advance

A program advance is an advance payment to allow an employee to make a pre-approved purchase to support the program and/or program clients. The program advance process allows an employee to request funds needed for a purchase. The program advance process requires the employee to pick up a program advance check in person at the finance office and to settle the advance in person at the finance office within 30 days of receipt of check.

Examples when to request a program advance:

·         Client Assistance

·         Residential Assistance

·         Program Assistance – program’s supplies or activities

Steps to request and to settle a program advance:

1)    Fill out the Program Advance Request/Settlement Voucher form in its entirety.

2)    Get approval from program director/supervisor and AVP/VP.

3)    Make a copy of the form and hold on to the copy for the settlement process.

4)    Send the form to the finance, accounts payable, office via email at [email protected].

5)    Schedule an appointment with the finance office, accounts payable, to pick up the program advance check. Note: you will have 30 days from the receipt of the check to settle the program advance.

a.     For pick up, please call Accounts Payable: (856) 651-7553 ext. 40254

6)    The program advance receipt and settlement responsibility form confirmation (page 3) must be signed by the employee upon receipt of the program advance check.

7)    Cash the check.

8)    Make purchases within 21 days of receipt of check.

a.     Ensure all purchases are made after the date on the check.

b.     Use cash to make all purchases.

c.     Keep all receipts.

9)    Fill out a receipt summary form listing all purchases.

10)  Get approval from program director/supervisor and AVP/VP

a.     Get receipts approved and signed

b.     Get receipt summary form approved and signed.

c.     Get copy of Program Advance/Settlement Voucher form approved and signed.

11)  Make appointment with finance office to settle program advance within 30 days after the date of check pick-up.

a.     Please call Sandy Faber (856) 651-7553 ext. 40254 for an appointment

12)  Turn in paperwork as listed in step #9, along with any remaining cash, to finance office to settle the program advance within 30 days of the receipt of the advance check.

The Receipt Summary Form should be utilized to track purchases made with either a Center For Family Services' authorized credit card or a program advance. The purchases will be required to track the date of purchase, a brief description of the purchase, the vendor (or store) from where the purchase has been made, total cost, and program allocation. Original receipts for items purchased should also accompany the Receipt Summary Form when turned into finance.

Employees are reimbursed for the use of a personal vehicle while on Center For Family Services business at a rate of $0.58/mile.

To be reimbursed, employees can submit the request on the approved Travel Mileage Report Form.

The form must be filled out every calendar month. The form needs to be pre-approved by the immediate program supervisor before it is submitted to the finance office for reimbursement. Travel milage reimbursement checks are processed once a month.

1) Travel reports are due on or before the 15th of each month. If the 15th falls on a Saturday or Sunday, the travel report is due on the Friday before the 15th.
2) Include full names on travel report form.
3) Include home/mailing address on the travel report form
4) Email travel report forms to the finance offide at: [email protected]. Include your EZ Pass statement. If you do not have EZ pass, then mail your receipts along with your travel report form to the finance office at One Alpha Ave and include your full name on each receipt.