Procedure for the authorization of the use of CDS funds - Imprest, petty cash account
The following procedure is to be used for the use of CDS funds that have been allocated to the Chancellor by the budget agreed by the RA.
Requests to spend must be made to the Chancellor in writing and contain the following items of information:
* the reason for the request - eg the artist playing at a CDS event, or an item to be purchased for use by Archie in the CDS sims
* the amount of money needed for this
* the expected or planned date of the expenditure
No expenditure is to be made or any agreements made with contractors or performing artists until the request outlined above has been authorized by the Chancellor. Only these amounts agreed will be considered authorized. If an estimate of a cost proves to be incorrect then further authorization from the Chancellor is required for the increased amount.
When an item(s) is authorized the following procedure will be followed as most appropriate to the circumstance:
* If it is possible for the Chancellor to be in world to make the purchase or payment then it will be made by the Chancellor
* At other times the Chancellor will provide the funds for the purchase or payment to a member of the executive team so that those individuals can make the payment in the Chancellors absence
* When a purchase is required with Archie for CDS then the Chancellor will provide the funds to Archie so that the purchase can be made by a member of the Chancellors staff or the CDS Archivist as appropriate
Whenever a purchase or payment is made the member of the Executive staff who makes the payment will provide the following information:
* Date of Request
* Pay To
* Complete Description of the Expense
* Amount
In the event that there is a difference between the provided amount and the payment then:
* if the payment is less than the funds provided the difference will be returned to the Chancellor
* there should be no circumstance where the payment exceeds the authorized amount
The Chancellor will then post a record of the payment and the remaining petty cash budget giving the four items of information outlined above to the Executive Branch Announcements on this forum, normally within 5 days. This will allow the Treasurer to account for the money spent in the CDS accounts.
At the end of each month or if the imprest petty cash account falls to below L$1000 the Treasurer will provide funds to the Chancellor to return the account to L$15,000.
At the end of the Chancellors term of office the Chancellor will agree the amount left at that time in the imprest petty cash account and will return any CDS moneys to the Treasurer.