Mt. San Jacinto
Community College District
Administrative Procedure
1499 N. State Street
San Jacinto, CA 92583
AP 6301
AP 6301
New: April 18, 2007
Chapter 6
Business and Fiscal Affairs
Page 1 of 2
Revisions: 8/29/14; 8/23/16
Fiscal Management: Temporary Change Funds
Reference:
Education Code Section 84040(c); Title 5 Section 58311; Accreditation Standard
III.D.9 (formerly III.D.2)
1. Authority
The Dean of Administrative Services/Controller is responsible for administering these
regulations, and is the authority to amend these regulations.
2.
Definition
(A)
These regulations outline the District rules and procedures for the proper
handling of temporary change funds authorized to various District departments.
(B)
3.
Temporary change funds are used to provide operating cash to District
departments that anticipate cash (currency and coin) transactions for one-time,
annual, or semester specific special events.
Responsibilities
(A)
Only District employees are permitted to handle temporary change funds.
(B)
Access to all temporary change funds is restricted to the designated custodian
for the fund. The cash must be safeguarded at all times from fire and theft and
must be stored in a locked safe, cabinet, or drawer.
(C)
Temporary Change funds shall not be used for purchases of supplies, materials,
or services.
(D)
Only District-authorized temporary change funds are permitted. Departments
are not permitted to establish temporary change funds from cash collections.
(E)
For purposes of these regulations, the Dean of Administrative
Services/Controller authorizes temporary change funds for the following areas:
Department
A.S.B. Programs–Athletics
Theater Box Office
Amount
$ 200.00
$ 300.00
Departmental Custodian
Administrative Associate III
Clerical Assistant III
4.
Departmental Procedures
(A)
If a department demonstrates a need for a temporary change fund, the
department may request the establishment of a temporary change fund by
submitting a written request to the Dean of Administrative Services/Controller.
The request must fully explain the department’s need for a temporary change
fund, and must designate the custodian of the fund. The request must be
approved by the department and appropriate dean or division head.
(B)
If a department demonstrates a need for a permanent change fund for on-going
operational needs see AP 6300.
(C)
The written request must be submitted to the Dean of Administrative
Services/Controller no later than 15 business days prior to the event.
(D)
Once the request is approved by the Dean of Administrative Services/Controller
the department’s assigned accounts payable processing group will issue a warrant
to the departmental designated custodian of the temporary change fund. All
repayments of temporary change funds must be submitted to Business Services
within two working days following the event.
(E)
If a temporary change fund is not repaid by the designated custodian as outlined
above, subsequent requests for change funds will be denied.
(F)
A strict accounting of the temporary change fund is required of the departmental
custodian. At all times the sum of cash on hand and/or in the process of being
re-deposited must equal the amount initially obtained upon establishment of the
change fund.
(G)
The Dean of Administrative Services/Controller or assigned designee may
conduct an unscheduled count of any temporary change fund.
A department shall immediately contact the Dean of Administrative Services/Controller,
Campus Safety, and the appropriate dean or division head if monies are found to be missing
or if there is suspicion of theft or misuse of funds.