"Suggestion Form Bank"
Example of Problem in Petty Cash Reconciliation Report See bottom for explanation of the issues January Ledger Bank Account Beginning Balance 3000 Month Begin Balance 3000 Replenishments Rec'd 0 Deposits Disbursements 1000 Checks Cleared 500 Petty Cash End Bal 2000 Bank Ending Balance 2500 cumulative pending replenishments 1000 Outstanding checks 500 February Beginning Balance 2000 Month Begin Balance 2500 Replenishments Rec'd 0 Deposits 0 Disbursements 700 Checks Cleared 600 Petty Cash End Bal 1300 Bank Ending Balance 1900 cumulative pending replenishments 1700 Outstanding checks 600 Using the B-34 Sheet for February: Current Revised Begin Bal (ledger??) 2000 2000 Add Replen Rec'd 0 0 Less Disbursements 700 700 PC Ledger End Balance 1,300 1,300 Cash on Hand 0 0 Add Cash in bank 1900 1900 Less Outstanding Checks 600 1,900 1,300 Total Cash on and and in Bank less Outstanding Checks Proof vs. Ceiling Add Pending Replenishments 1,700 Total PC Balance 3,000 Problems: (1) Does not agree with Petty Cash Ending Balance because the outstanding checks are not included (2) Does not equal the PC ceiling because pending replenishments are not included. Suggestion: Include Pending replenishments in each of the summaries so they equal the ceiling Johns Hopkins University Accounts Payable Shared Services – Petty Cash Unit Petty Cash Reconciliation Report Submission Date: For the Period: From: To: Bank Account Name: P/C General Ledger Number: (Unique 6 digit number that identifies your petty cash account) Authorized Ceiling Amount: $0.00 Petty Cash Ledger Information: Ending Ledger Balance: $0.00 Plus Outstanding Replenishments (from prior months): 0.00 Plus Disbursements for this month: 0.00 Reconciled Ledger Balance at End of Period: $0.00 (0.00) Petty Cash Bank and Cash Till Information: Bank Ending Balance (from monthly statement): $0.00 Plus Cash on Hand: 0.00 Plus Outstanding Replenishments (from prior months): 0.00 Plus Disbursements from this month: 0.00 Subtotal: 0.00 Less Outstanding Checks 0.00 (Total all vouchers paid by cash with supporting receipts) Reconciled Cash on Hand at End of Period: $0.00 (0.00) Replenishment Amount this Period: $0.00 Note: Replenishment of this fund should coincide and agree with the monthly reconciliation. Online Payment Document Number (transaction FV60): Petty Cash Custodian Signature Date Petty Cash Administrator Signature Date The form should be faxed by the Custodian to Accounts Payable Shared Services (443-287-9357); although, a paper copy through the mail will be accepted. Each Petty Cash Account is to be reconciled monthly and the Reconciliation Report is to be maintained in the department with all origianl receipts and supporting documentation. All Petty Cash Funds are subject to audit at any time by the Department Administrator, Divisional Business Office, Accounts Payable Shared Services, Controller's Office or Internal Audits. Accounts Payable Shared Services- Petty Cash Unit Johns Hopkins at Eastern 1101 East 33rd Street, Suite A200 Baltimore, MD 21218 Form B-34 created 01/01/07 Johns Hopkins University Accounts Payable Shared Services – Petty Cash Unit Petty Cash Voucher Received By (Print): Date: Research Participants Only: SSN: Participant ID: Street Address: City: State: Zip: Total Amount in Dollars: Amount in words: Charge To: Business Cost Center (10 digits) Fund Area -or- Internal Order GL Number Amount (10 Digits) (3 digits) Number (8 digits) (6 digits) TOTAL: Description/Purpose: _____________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ __________________________ _________________________ ________________________ Recipient Signature Approved for Payment by (print) Approver Signature The form should be faxed (443-287-9357), along with receipts and supporting documentation, to: Accounts Payable Shared Services – Petty Cash Unit Johns Hopkins at Eastern 1101 East 33rd Street Suite A200, Baltimore, MD 21218