1.A sales employee needs 14,000 RWF to take a taxi to visit a client.

2.The employee asks the petty cash custodian for 14,000 RWF.

3.The custodian requests the sales employee fill out a petty cash voucher specifying the amount required and the purpose. In this case, the petty cash voucher serves as a purchase requisition.

Go through bullet 1 & 2.

Qs: If this was your role, what is your next step?

4.Upon receipt of the completed petty cash voucher, the custodian either approves it (if within the custodian’s approval limit) or obtains the necessary approvals and disburses the cash.

Here, the custodian’s limit is 10,000, so it must be approved by the Finance Manager.

4.The custodian logs the disbursement in the petty cash tracker.

5.The sales employee returns to the office, with a receipt for 13,500 to support the purchase and returns 500 of excess petty cash

6.The custodian logs the cash being returned and adds any other details to the tracker (based on the receipt) and files the documentation

Go through bullet 4

Qs: Do you think the 14,000 would be within the limit? What about 14,000?

Yes, for basic transactions like this it would easily be within the limit.

Go through bullet 5 & 6

Qs: What would you do now?