ACKNOWLEDGEMENT
PETTY CASH POLICIES AND PURCHASE GUIDELINES
Petty Cash Reconciliation
- Whoever fills out the petty cash form is responsible for the entire amount. You can not reconcile any cash out to another crew members, all cash must be accounted for via receipts.
- Additional petty cash will not be disbursed if expenses have not been reconciled.
- You must submit a new petty cash disbursement form and be approved to receive more money - envelopes do not get “flipped.”
- Petty cash envelopes must be reconciled digitally using EXCEL expense form. Email EXCEL and signed envelope with matching receipts every Thursday to accounting.
- The maximum single item purchase in cash is $200. All individual items exceeding $200 should be paid by AP check or p-card.
Petty Cash Closeout
Accounting will send a petty cash closeout email at wrap. If there is any cash remaining from your float you may return it via ACH to production bank account or check payable to production. No physical cash is accepted.
Production Assets
- Any single item purchased in excess of $250 will be tagged as an asset and all departments will be held accountable for them at the conclusion of principal photography.
- No significant asset may be sold or donated without prior approval.
Prohibited Purchases
- Do NOT use p-card or petty cash for labor, mileage, box rentals, or per diem. No exceptions. Production will NOT reimburse any of the above expenses, you will be responsible for the amount.
- Do NOT charge meals, snacks, coffee, or any personal food purchases on your p-card or turn in these receipts for your petty cash float. The allocated meal allowance should be added to your timecard.
- Gift cards are not allowed.
- No rolls of postage stamps for you or your department. Production will stamp and send any business‐related mail.
- No traffic tickets and parking fines, location fees or municipal fees.
Requires Prior Producer Approval
- No travel expenses (airfares, car rentals, and hotels) without prior producer approval.
- Gifts, flowers, tobacco, and alcohol are prohibited. Only props is allowed to purchase these items with prior producer approval.
- No loss and damage payments. Equipment repairs need prior producer approval.
- No oil changes or car washes for crew vehicles without prior producer approval.
Additional Policies
- Fuel may only be purchased for production vehicles (directly rented by production, no personal vehicles).
- All fuel receipts must be “FINAL” - NO PREPAID FUEL RECEIPTS - all receipts must have price and number of gallons printed.
- Write vehicle make and model and license plate on paper next to receipt.
- For taxis and metrocards list the medallion number in the vendor column (i.e. NYC TAXI #NY96).
- Tips are not to exceed 20%.
- Write destination and reason for run on paper next to receipt.
I AUTHORIZE ANY UNSETTLED BALANCE TO BE DEDUCTED FROM ANY OR ALL COMPENSATION DUE TO ME. I ACKNOWLEDGE I HAVE RECEIVED AND WILL ABIDE BY THE PETTY CASH POLICIES AND PROCEDURES.