Training for managers about how to properly apply for reimbursements in accordance with Fiscal Agent procedures.

1. BDD FY2012 Petty Cash and Purchase Voucher Training Preliminary Procedure Wednesday, September 14, 2011 Buckman Direct Diversion 1

2. Training Agenda 9:00-9:15 am: How to complete Petty Cash reimbursement request 9:16-9:30 am: How to complete Purchase Voucher reimbursement request Wednesday, September 14, 2011 Buckman Direct Diversion 2

3. Objectives Know Section 10 Petty Cash Purchases, page 43 of the City of Santa Fe Purchasing Manual. Know where to locate a blank Petty Cash Reimbursement Voucher Provide the required information on the Petty Cash Voucher. Know how to receive your petty cash reimbursement. Know the City of Santa Fe policy on Purchase Vouchers. Know where to locate a blank Purchase Voucher. Provide the required information on the Purchase Voucher. Wednesday, September 14, 2011 Buckman Direct Diversion 3

4. Section 10 Petty Cash Purchases, p. 43 City of Santa Fe Purchasing ManualRemember: “One limit, two doc’s, three siggies.” Wednesday, September 14, 2011 Buckman Direct Diversion 4

5. Where do I find the Petty Cash Reimbursement Voucher? Wednesday, September 14, 2011 Buckman Direct Diversion 5

6. Use the City’s Intranet Wednesday, September 14, 2011 Buckman Direct Diversion 6 Click on Finance Documents Click on Petty Cash Voucher

7. Properly Provide the required information on the Petty Cash Voucher. Discussion Questions: How much is the total voucher amount? Who signed for Finance? How many receipts should Erika have attached to the voucher? After Erika completes the 1, 2, 3’s for the voucher, what should she do with the document? If she’d spent $80 on postage with cash, could she split it up on two forms? What if she’d bought 1 space heater for $80, could she split it up on 2 forms? Wednesday, September 14, 2011 Buckman Direct Diversion 7

8. Know how to get your petty cash reimbursement Wednesday, September 14, 2011 Buckman Direct Diversion 8 Go do: Read page 187 of the city’s Personnel Rules and Regulations

9. Page 187 Personnel Rules and Regulations Wednesday, September 14, 2011 Buckman Direct Diversion 9

10. Page 188 Personnel Rules and Regulations Wednesday, September 14, 2011 Buckman Direct Diversion 10

11. Know the City of Santa Fe Policy on Purchase Vouchers Wednesday, September 14, 2011 Buckman Direct Diversion 11

12. Where do I find the Purchase Voucher? Wednesday, September 14, 2011 Buckman Direct Diversion 12

13. Use the City’s Intranet Wednesday, September 14, 2011 Buckman Direct Diversion 13 Click on Finance Documents Click on Purchase Voucher. You may type in the form.

14. Properly Provide the required information on the Purchase Voucher. Wednesday, September 14, 2011 Buckman Direct Diversion 14

15. Properly Provide the required information on the Purchase Voucher. Wednesday, September 14, 2011 Buckman Direct Diversion 15 A check will be mailed to the name and address provided in section 7 of the form. We do not need to use PO Box 909. Registration Fees and examination fees may be reimbursed under the “Purchase” authorization provided: No registration or exam fee includes lodging or meals.