Petty Cash Fund Liquidation

GAMA FOODS CORPORATION BREEDER DEPARTMENT

1. Every related transaction must correspond to a single petty cash voucher, e.g. Staffs
trip to CDO City; the voucher will enclose the following items (particulars):
Transportation expense, Meals, Lodging and other necessary expenses must be
itemized in a single voucher.
2. Every voucher must have a complete and unaltered receipts for the expenses
incurred. The receipts are attached at the back of every voucher. Instances where
receipts are not available, e.g. transportation expense through PUJs and motorcycles,
are allowed not to have a receipt attached provided that the said expense is
reasonable and with approval.
3. Labor expenses, e.g. repairs and any similar labor transactions may no longer be
required to have a receipt, provided that they must furnish a proof of receipt of cash. If
not, the laborer himself may sign in the petty cash voucher.
4. Every line item must be legibly written item per item on the voucher.
5. The Payee section must be addressed to the entity/enterprise being paid. However, it
may not be filled only if it is not applicable (e.g. collective transaction like trip to CDO
City, transpo expenses etc).
6. The Received By section must be filled by the staff/person who receives the amount
(cash) for the transaction with his signature above his/her printed name. If not, by the
person/agent/representative of any establishment who receives the cash.
7. The Approved by section must be filled by the farm manager or other authorized
person with his/her signature above his/her printed name. This will correspond to
his/her approval of the outlay of cash.
8. The Prepared by section must be filled up by the farm secretary or other authorized
person in his/her absence.
9. Every signature affixed must be written above a printed name. Petty Cash Voucher
without signature affixed shall not be honored/ replenished.
10. Every person affixing his/her signature in the petty cash voucher shall be held liable
for the cash outlay.
11. No replenishment shall be granted to any receipt without a voucher or a
voucher without a receipt (unless exceptional cases stated above).
12. A summary of expenses must be attached upon the submission of petty cash
replenishment. To be done by the custodian, to wit:

1|GAMA
F o o d s C o r p o r a t i o n
C e b u I l o I l o

Petty Cash expenses would include but not limited to the following:
a.
b.
c.
d.
e.
f.
g.
h.

FREIGHT AND HANDLING

REPAIRS AND MAINTENANCE
FARM MATERIALS AND SUPPLIES
POSTAGE, TELEPHONE & TELEGRAPH
OFFICE SUPPLIES
TRAVEL ALLOWANCE
ADVANCES TO EMPLOYEES
MISCELLANEOUS EXPENSES

For other petty cash expense not falling to the above categories, contact CDO Breeder
Acctg.
13. Every Petty Cash Voucher must have a control number; issuance of voucher must be
in accordance with the series of control number printed on the Voucher.
14. Petty Cash replenishment must be done once a week or if Cash Balance falls below
P5,000. Shortage of Overage of Cash caused by delay in replenishment schedule is
NOT allowed, except for cases where approval from CDO accounting is granted.
15. Maximum of Five Thousand Pesos (5,000) is allowable for every transaction, beyond
that needs approval.
16. Any question/clarification must be raised immediately to the person in-charge or to
the next higher position.

Prepared by:
by:
Janine Lynn J. Ochia
Chang
Breeder Accountant
Manager

Approved

Alyssa R.
Acctg

2|GAMA
F o o d s C o r p o r a t i o n
C e b u I l o I l o