Approved incidental staff purchases up to $25 may be reimbursed by the petty cash fund with a detailed receipt for the item(s) purchased.  The petty cash balance for each building is determined by the Fiscal Officer. The Fiscal Officer or their designee administers the petty cash funds. The administrator of the petty cash funds is responsible for approving and replenishing petty cash funds, as needed.

At the end of each calendar year, petty cash funds must be replenished to the funds’ original cash balance. It is the responsibility of the petty cash administrator to replace lost funds.

Standard Petty Cash Policy

Approved incidental staff purchases up to $25 may be reimbursed by the petty cash fund with a detailed receipt for the item(s) purchased after a purchase order has been properly procured. A collection of receipts from the same day and same store is treated as one purchase.

Petty Cash Policy for Friends of Shaker Library (FOSL) reimbursable expenditures

 After the appropriate purchase order has been properly procured, a staff member may get an advance of up to $50 from petty cash for FOSL expenditures. Staff must return the excess funds with the detailed receipt from the purchase no later than the next business day they are scheduled to work. A collection of receipts from the same day and same store is treated as one purchase.

Petty cash funds may be replenished as needed. At the end of each calendar year, petty cash funds must be replenished to the funds’ original cash balance. It is the responsibility of the petty cash administrator to replace lost funds.

Approved by the Shaker Heights Public Library Board of Trustees 4/13/2010, 5/9/2011, 6/18/2018, 5/15/2023, 2/24/2025