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Section 15:Altered Currency <br />Altering currency is done by taking a genuine bill and tearing off a corner or two of a small bill such as a SI or $5 <br />and then replacing these comers with the comers of a larger bill such as a S10,$20 or $50 bill.The original larger <br />denomination bill is still redeemed as full value as mutilated money with one or more comers missing.The <br />Treasurer's Office recommends as a standard practice counting currency by looking at the face of the bill,not at the <br />denomination in the corners. <br />Section 16:Petty Cash <br />For the purpose of this policy,petty cash includes change funds,till accounts,revolving funds,advanced travel, <br />and any money or other funds set aside for such specific purpose as minor disbursements,making change,or <br />similar use.If petty cash is disbursed,it may be restored to its beginning balance twice monthly by a warrant <br />drawn and charged to the appropriate budget account.The amount of the warrant should always be equal to the <br />amount of the disbursements. <br />1)The Board of County Commissioners must authorize the establishment of each petty cash account by <br />resolution,submitted to the Board by the County Auditor's Office.Likewise,subsequent increases or <br />decreases in the appropriate account. <br />2)A custodian of the account shall be appointed,and should not be connected with the processing of <br />invoices,check signing,general account,or cash receipt functions within the department . <br />3)The custodian shall assure the petty cash is kept in a safe and secure location at all times. <br />4)It is the responsibility of each department to assure that their petty cash account is periodically reconciled <br />by personnel other than the custodian of the account.The County Auditor,or his/her designee,shall <br />perform monthly audits of each department’s petty cash accounts. <br />5)The imprest amount shall be established by issuing a warrant.When established by warrant,the <br />transaction is a non-budget item. <br />6)The authorized amount of all petty cash must be accounted for on the County's balance sheet. <br />7)If petty cash is disbursed,it must be replenished a minimum of one time per month.This action is subject <br />to the same review and approval process as invoices.The replenishment of the petty cash account must be <br />vouchered with the appropriate original receipts attached.These receipts must include: <br />a.Date <br />b.Amount <br />c.Recipient <br />d.Purpose of each disbursement <br />8)Receipts must be signed by the person receiving funds.Receipts should be perforated,or canceled by <br />some other means to prevent reuse.At the time of replenishment,the custodian must insure the balance <br />remaining in the petty cash fund,together with the replenishment voucher,equals the authorized imprest <br />account. <br />9)The amount of petty cash held by each department should not exceed one month's salary or surety bond <br />covering the account custodian. <br />10)The petty cash account may NOT be used to reimburse an employee from these funds,regardless of the <br />situation. <br />11 )The petty cash account may NOT be used for personal cash advances,regardless of the situation. <br />12)Petty cash accounts should always be replenished to their original levels at the end of each fiscal year. <br />This will insure all expenses are reflected in the proper accounting period. <br />13)When an individual's appointment as custodian has ended,the fund must be replenished to its original <br />balance and the imprest amount turned over to the disbursing officer.The County Auditor must then be <br />notified of the change in custodian,and his/her designee will be responsible for performing an audit. <br />Section 17 :Non-Countv Money <br />Monetary Gifts:Any monetary gifts to the County received by a County Official,employee,or agent from a <br />known benefactor. <br />9