Cash Policy

From time to time, cash purchases or payments are more expedient than payments by check from the library account. The Library Director may authorize payment from petty cash within specified limits. Additionally, this policy also covers the cash kept on hand for patrons to pay for consumable expenses accrued at the library, such as fees, copies, book sale, etc.

For Library Purchases:

1. Cash from the library’s budget for postage and small purchases are considered petty cash.  The petty cash should not exceed $200 ($100 for postage, $100 for small purchases), per the City Auditor. Both are kept in separate money bags in the director’s desk, with separate receipts and reimbursements completed.

2. The types of items purchased with petty cash may include cleaning supplies, materials for programming, books, prizes for contests, food items for special events, postage, materials and other minor out of pocket expenses incurred on behalf of the Library or for Library use.

3. Petty cash reimbursements will not be issued, under any circumstances, for:

         travel

         business meals

         cell phone reimbursements

         internet/cable modem charges

         personal loans or purposes

         any event or expense not directly related to conducting Library business

4. The Library Director may authorize purchases under $100.00 with petty cash and up to $100 postage; reimbursement is then sent, at a minimum of quarterly, through the claims process with receipts for board review to return petty cash coffers to starting balance.  

For Library Receipts of Cash:

  1. When the Library receives a payment, monies are placed in the cash box and logged on a deposit slip, identifying the amount and the type of purchase (book sale, copies, etc).

  2. Weekly, library staff submit the deposit slip and the corresponding funds to the City for inclusion as income for the library.

  3. Weekly, library staff will also balance the cash box to ensure only $50 remains for making change, per the City Auditor.

 

Adopted 2009

Reviewed December 2015

Reviewed December 2019

Amended February 2023

Amended February 2026