Purchasing: Petty Cash

Objective :

Whenever possible, payment of expenses, purchases etc. by cash are to be kept to the absolute minimum. All petty cash disbursements shall be restricted to RMB500.00 per transaction.

Procedure :

1. Petty Cash can only be used on ：

1. Each petty cash reimbursement within IDR 500.000,- for hotel internal transaction;

2. Emergency purchasing case and small item purchasing (the expense of those purchase must be less than IDR 500.000,-):

• Emergency case: there will be some case of purchasing will be different from the purchasing procedure, i.e. when an emergency develops for goods and services for guest which needed in a rush; 

• Small item purchasing: Purchasing miscellaneous small items ordered by various departments which cannot be obtained from the regular suppliers;

2. For purchases more than IDR 500,000,- normal purchasing procedures is required.

3. Establishment the house float and its management:

1. The house float should be established and retained by the General Cashier.       

2. The house float will be reimbursement by bank cheque weekly, or according to the cash payment, and required at end of each accounting period. The summary is required to be attached which should list each petty cash payment dividedly.

3. Petty cash transaction will be charged to an applicable expenses account at the time the impress fund is refunded.

4. After approval, the house float should be reimbursed by issue of bank cheque

4. The procedures for petty cash reimbursement from General Cashier:

1. All petty cash disbursements must be supported by a Petty Cash Voucher (Attachment 1）and accompanied by an official invoice or receipt.

2. All petty cash disbursements must be approved by responsible Department Head and authorization person prior to payment. (The authorization person title which is listed in the Payment Requisition)

3. Each petty cash reimbursement voucher should not be exceeding IDR 500.000,-. If the amount exceeds IDR 500.000,-, a PAYMENT REQUISITION should be raised.

4. All petty cash reimbursement shall be paid by General Cahier’s House Fund.

5. All reimbursement of petty cash claims shall only be transaction in the General Cahier’s Office and the General Cahier should only pay to the claimant personally. The General Cahier must verify the identity of the claimant to ensure that the person is as stated on the voucher.

6. The claimant shall sign on the approved PETTY CASH VOUCHER to acknowledge receipt of the money.

1. Upon disbursement of petty cash. The voucher must be stamped with “PAID”.

The above policy will be reviewed periodically and may be revised, amended or changed accordingly.