HPM 11.2 Materials Management Flashcards
Petty Cash Fund is for purchases up to what cost?
$50
How is the Change fund stored?
Change funds and petty cash funds shall be stored in a locked, metal cash box to maintain the fund and receipts
The total petty cash fund shall be limited to how much money?
$300.00 and the change fund shall be limited to $100.00.
What can petty cash NOT be used for?
(1) Items available from the California Highway Patrol Supply Services Catalog or items comparable to those available from the supply catalog.
(2) Supplies to support continuing, repetitive, or prolonged local programs or projects.
(3) Subscriptions to newspapers, magazines, or periodicals (refer to Chapter 7, Purchases, of this manual).
(4) Repairs or maintenance of office equipment (refer to Chapter 8, Equipment, of this manual).
(5) Waste oil pickup (disposal).
(6) Pest control services.
(7) Room rentals.
(8) Postage.
(9) Salaries and wages.
(10) Supplies for the benefit of another department’s operation.
(11) Advances or loans regardless of collateral.
(12) Cashing checks of any kind.
(13) Carbon Tetrachloride fire extinguishers or refills.
(14) Picture frames (refer to Chapter 3, CAL-Card Program, of this manual).
(15) Retirement plaques.
(16) Publications.
(17) Major, minor, or sensitive equipment.
(18) Capital outlay expenses.
(19) Utility bills.
(20) Auto rental or leasing.
(21) Membership dues (refer to General Order 11.8, Payment of Membership Dues, for procedures).
(22) Repairs to or maintenance of leased/owned facilities including, but not limited to, restroom fixtures/accessories, cleaning supplies, toilet plunger,
gardening tools, and/or plants/flowers.
(23) Modifications and/or alterations to a state or leased facility.
(24) Repairs/modifications to any state-owned or maintained weapon (refer to Chapter 10, Police Protective and Safety Equipment – Uniformed Employees, of this manual).
(25) Personal services subject to regulations of the State Personnel Board.
(26) Rubber stamps for fax signatures.
(27) Ammunition (refer to Chapter 6, Supply Services Acquisitions, of this manual).
(28) Repair or maintenance to a vehicle by a dealer or other authorized vendor.
(29) Items for the operation of a coffee bar including, but not limited to, powdered cleaners, scouring pads, soap, and/or styrofoam or paper cups.
(30) Styrofoam or paper cups for bottled water.
(31) Glass for desk tops.
(32) Guest books for new office open house or similar activities.
(33) Items which are available on mandatory state contracts such as: automotive oil, automotive filters, fluorescent lamps, and plastic trash bag liners.
(34) Rental of a safe deposit box (refer to Highway Patrol Manual 11.1,
Administrative Procedures Manual, Chapter 24, Payment of Invoices, for processing procedures).
(35) Office supplies, such as rubber bands, markers, binder dividers, file folders, envelopes, etc.
(36) Automotive tools and parts, such as hand tools, screws, shop towels, etc.
(37) The purchase of engraved signs (plastic material) that are essential to departmental operations (e.g., signs concerning safety, command direction, and duty status boards). Petty cash may be used providing a statement of justification is written on the CHP 264 (refer to Annex E).
Petty Cash can be used for?
(1) Payment of postage due (receipts are required).
(2) Key making.
(3) Payment of money orders.
Each command shall report shortages due to theft in the fund immediately to FMS, APU. The theft shortage must be reported in writing no later than?
The first BUSINESS day following the discovery.
Limit for the P-Card?
Office/janitorial supplies ($1,000); canine operations ($200).
