Page 88 - CONTRACT POLICY MANUAL

SECTION 4.6

SMALL DOLLAR PURCHASES

§4.6-101 Definition

(1) Small dollar purchases are purchases made for items which fall below the dollar limits
established for competitive bidding in accordance with Section 3 of this policy manual.

§4.6-102 Types of Small Dollar Purchases

(1) Petty Cash: Petty cash purchases are purchases made directly by using departments using
cash established within their revolving petty cash funds. Petty cash funds are to be used in
the following manner:
a) The limit on any individual petty cash transaction is $1,000, including tax,
handling charges, etc. Splitting purchases to avoid the $1,000 limit is a violation
of Board policy;

b) Petty cash transactions are limited to one per day per vendor location;
c) Petty cash may not be used to procure services where individuals will be working
on County property unless the vendor has shown proof of insurance;
d) Purchases are to be paid for when received. Purchases where the invoice follows
the goods should be handled by purchase order; and,

e) Petty Cash shall not be used to purchase services or commodities that are available
on a County contract.

(2) Purchasing Card: Purchasing card purchases are made only by those employees authorized
by their department head to make Purchasing Card purchases in accordance with
established program policies as provided for in Section 1.7, as well as, those procedures
established by the County Procurement Officer.

(3) Small Dollar Purchases for Services: When using the small dollar purchase system for
services, it is imperative that normal insurance requirements be followed and that the
County be properly indemnified.

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