Ageing Better Fund – Petty Cash Process V.1 July 2016
PETTY CASH PROCESS – AGEING BETTER FUND
1.0
OBJECTIVE
1.1
Ageing Better Networks will at times require petty cash to deliver their activity. This
document outlines the procedure in which petty cash is processed from the Ageing Better
Fund.
2.0
PRINCIPLES
2.1
Petty cash may be needed for:

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Refreshments not ordered through a catering company, such as tea, coffee and
biscuits or packed lunches for trips away
Volunteer expenses
Local transport costs such as bus and train fares and local taxi journeys
2.2
Petty cash can only be reimbursed when a business, company, service or organisation
cannot be paid in advance through invoice or there is no option to purchase the items
online.
2.3
Networks should seek to minimise the use of petty cash and will only be able to claim when
no other option is available.
2.4
Whilst the Ageing Better Fund cannot offer cash to successful applicants, it can reimburse
them up to a maximum of £10 per person through their affiliated Ageing Better Hub (the
hub they have used to apply to the fund).
2.5
It is the responsibility of the Ageing Better Hubs to keep receipts from applicants. BVSC may
do spot checks to ensure that the money has been spent. BVSC may ask for any money that
has not been spent to be returned to BVSC. Any such money will be put into the Ageing
Better Fund.
3.0
THE PROCEDURE
3.1
Each Ageing Better Hub has its own petty cash process. To access petty cash from a hub,
successful applicants must:
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
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Recognise the need for petty cash on their application to the Ageing Better Fund.
Have the fund group confirm that outlined expenses for petty cash will be covered by
the fund, through petty cash.
Have reimbursements agreed in advance, between the network and their affiliated
Ageing Better Hub.
Follow their affiliated hub’s petty cash process.
Keep receipts. All receipts are proof of purchase, without receipts applicants will not be
reimbursed.
Ageing Better Fund – Petty Cash Process V.1 July 2016
3.2
Ageing Better Hubs must:

Send invoices to the Ageing Better Fund within 30 days of petty cash being issued to
applicants. This should be done on a monthly basis, by the 23rd every month. Invoices must
have matching receipts attached in order to be reimbursed.
BVSC will ensure that evidence of expenditure is provided. If there is no evidence of purchase,
BVSC will chase the network for this information.
The process for applicants and Ageing Better Hubs can be seen below. Please note that
this process is subject to change and will be reviewed on quarterly basis.
Process for applicants:
1
2
3
• Applicant outlines all petty cash needed in their application to the Ageing Better
Fund.
• Successful applicants receive a confirmation letter from the Ageing Better Fund and
confirmation about what they can use petty cash for.
• Applicants contact their affiliated Ageing Better Hub and follow the Hub's petty cash
process.
Process for Ageing Better Hubs:
1
2
3
• The Ageing Better Hub is aware that a successful applicant is requesting petty cash
to deliver an activity.
• The Hub will follow their own process for petty cash to reimburse applicants.
• BVSC will process payments to the Hubs through invoice. Payments can take up to
30 days to clear.
If you have any questions about this process, please contact your Ageing Better Hub.
Alternatively, you can send an email to [email protected].