Faber Facilities Sdn Bhd (107920-D)

Title
Reference No.
Classification

Prepared
Name
By:
Designation
Department / Unit

1.0

Petty Cash
FIN (AP) 511
Confidential
Normal
Jack Wong
Manager
Finance

Effective Date
Revision No.

02/02/10
New

Page
Approved
Name
By:
Designation
Division / Department

of
1
5
Rozaifee Abu Zaharim
Deputy Senior Manager
Finance

PURPOSE
The purpose of this procedure is to regulate the operation of petty cash on a consistent
manner throughout Faber Facilities Sdn Bhd.

2.0

SCOPE
This procedure is to be followed by all personnel within the Finance Department.

3.0

DEFINITION

3.1

Accounts Clerk
A non executive position regardless of grade. It can be a Senior Accounts Clerk, or an
Accounts Assistant or a Senior Accounts Assistant.

3.2

Accounts Executive
An executive position regardless of grade. It can be a Senior Accounts Executive, or a
Finance Manager or an Accounts Manager.

3.3

Discretionary Authority Limit (DAL)

The approved documents stipulating the financial limits and discretion allowed for person
responsible in each department and the hierarchy of approving authority

3.4

Head of Department (HOD)

The person in-charge of a department as stipulated in the approved organization chart.

3.5

Imprest System
A float is maintained and at each reimbursement the exact amount of the expenses
incurred will be reimbursed to bring the petty cash back to the original float.

3.6

Petty Cash (PC)

Petty cash is defined as hard currencies held in hand in the form of notes, legal tender
and coins. The total amount is operated on an imprest system starting with an
approved float amount, which will be fixed as the original float.

Faber Facilities Sdn Bhd

Faber Facilities Sdn Bhd (107920-D)

Title
Reference No.
Classification

Petty Cash

Prepared
Name
By:
Designation
Department / Unit

3.7

FIN (AP) 511

Confidential
Normal
Jack Wong
Manager
Finance

Effective Date
Revision No.
Page
Approved
Name
By:
Designation
Division / Department

02/02/10
New
of
2
5
Rozaifee Abu Zaharim
Deputy Senior Manager
Finance

Petty Cash Claim

Claims with value not exceeding RM 200 per claim unless otherwise requested by the
management. For claims exceeding the limit, a cheque or direct debit payment is made
to the claimant.
Claims which are classified as urgent claims, claims for purchases and payments made
on an urgent basis as requested and approved by the HOD.

3.8

Petty Cash Float

NO.
1
2
3
4

LOCATION

AMOUNT (RM)

HQ
MERCU UEM
PLUS
JSNAC

5,000.00
1,000.00
1,000.00
1,500.00

TOTAL

8,500.00

4.0

REQUIREMENT

4.1

Submission of petty cash claims

4.1.1

Upon approval obtained as per the DAL, the claimant will submit claim as stipulated in
procedures for Staff Claim. All procedures must be complied with and claims are to be
summarised in the prescribed form.

4.1.2

The Account Clerk/Assistant shall stamp date received on the staff claim form upon
receiving it.

4.1.3

If the claim is not approved or incomplete, the claim form will be returned to the claimant
without further processing for payment. For the purpose of ensuring medical claims are
recorded, all medical bills attached as supporting documents or the petty cash voucher
are to be stamped RECORDED or verified by the Human Resources & Admin
Department (HRA). The claim form is deemed incomplete without stamping / verification
from HRA and no reimbursement will be made.

4.2

Approval of petty cash claims

4.2.1

The petty cash shall be approved according to the DAL.

4.2.2

Upon approval, the petty cash custodian will prepare the cash for payment.

4.3

Payment of petty cash claims

Faber Facilities Sdn Bhd

Faber Facilities Sdn Bhd (107920-D)

Title
Reference No.
Classification

Petty Cash

Prepared
Name
By:
Designation
Department / Unit

FIN (AP) 511

Confidential
Normal
Jack Wong
Manager
Finance

Effective Date
Revision No.
Page
Approved
Name
By:
Designation
Division / Department

02/02/10
New
of
3
5
Rozaifee Abu Zaharim
Deputy Senior Manager
Finance

4.3.1

Petty cash reimbursement shall be made by cash (amount less than RM200) or remitted
via Direct Debit (amount more than RM200) to the claimant within seven (7) working
days upon received the approved claim form.

4.3.2

Upon receipt of cash, the recipient must sign the claim form in the Received By
section. No representative is allowed to collect the cash unless the claimant makes a
written authorisation. Subsequently, the claim form is serially numbered according to
order of payment by petty cash custodian in the minimum format of PCV/XX/MM ,
where :
PCV =
XX
=
MM

Petty Cash Voucher

Voucher No. starting with 01 in running order for the month,
irrespective of Department
Month of payment

4.3.3

For payment made via Direct Debit, the petty cash custodian will notify the claimant via
email.

4.4

Filing of petty cash claims

4.4.1

The petty cash claim form and supporting documents are to be stamped PAID
immediately after making payment to avoid double payment.

4.4.2 All documents are to be filed accordingly according to the petty cash voucher number
together with their supporting documents.

Faber Facilities Sdn Bhd

Faber Facilities Sdn Bhd (107920-D)

Title
Reference No.
Classification
Prepared
Name
By:
Designation
Department / Unit

Petty Cash
FIN (AP) 511
Confidential
Normal
Jack Wong
Manager
Finance

Effective Date
Revision No.
Page
Approved
Name
By:
Designation
Division / Department

02/02/10
New
of
4
5
Rozaifee Abu Zaharim
Deputy Senior Manager
Finance

4.5

Reimbursement of petty cash

4.5.1

Reimbursement of petty cash float is normally made on imprest system.

4.5.2

All reimbursement of float must be summarised in the Reimbursement of Petty Cash

Float Form (Refer Attachment 1) of this procedure.

4.5.3

The Reimbursement of Petty Cash Float Form must be checked and verified by the
Account Executive for accuracy and completeness and approved by HOD Finance.

4.5.4

The payment approval is to be made by the HOD, Finance upon receiving the completed
Reimbursement of Petty Cash Float Form together with the supporting documents.

4.6

Safe-keeping of petty cash

4.6.1

Petty cash is to be kept under the custody of the Accounts Executive in a locked safe.

4.7

Petty cash count

4.7.1

Cash count and reconciliation is done anytime upon the request of the Accounts
Executive. The Accounts Executive is responsible for the unscheduled cash count and
verify the Cash Count Form (Refer Attachment 2).

4.7.2

A witness is required to initial the form. Witness can be any independent personnel who
are not involved in either the preparation, checking or approving the petty cash payment
or reimbursement.

4.8

Amendments and Other Requirements

4.8.1

Any amendment on the documents shall be initialled by the person who did the
correction.

4.8.2

Normal Petty cash claims must not exceed RM 500. Any claim exceeding the ceiling
amount is not to be split with the intention of complying with this restriction. Any claim
exceeding RM500 which is deemed an exception, is allowed if it is approved by the
approving authority.

4.8.3

An approving authority cannot approve his/her own claim. A higher authority as

stipulated in the DAL is to be the approving authority.

4.8.4

In the absence of the responsible personnel to approve any of the above procedure, the
approval must be sought from the superior of the responsible personnel.

4.8.5

The float amount will be varied from time to time depending on operational requirement.
Any change in the float amount requires the CEOs approval.

4.8.6

Petty cash fund should be adequately covered by insurance policy.

Faber Facilities Sdn Bhd

Faber Facilities Sdn Bhd (107920-D)

Title
Reference No.
Classification
Prepared
Name
By:
Designation
Department / Unit

Petty Cash
FIN (AP) 511
Confidential
Normal
Jack Wong
Manager
Finance

Effective Date
Revision No.
Page
Approved
Name
By:
Designation
Division / Department

5.0

SUPPORT DOCUMENTS

5.1
5.2

Attachment 1: Reimbursement of Petty Cash Float

Attachment 2: Cash Count Form

6.0

RECORDS

No
1
2
3

Title
Petty Cash Voucher
Petty Cash Reimbursement Form
Cash Count Form

Faber Facilities Sdn Bhd

Location
Finance Dept
Finance Dept
Finance Dept

02/02/10
New
of
5
5
Rozaifee Abu Zaharim
Deputy Senior Manager
Finance

Person Responsible
Head of Department
Head of Department
Head of Department

Retention
Period
7 years
7 years
7 years