Texas Government Code 403.247 – Duties of State Agency
(a) A state agency may establish a petty cash account in a federally insured financial institution.
(b) Before a state agency may establish a petty cash account for a fiscal year:
(1) the head of the agency must determine that the account is necessary for the efficient operation of the agency and submit that determination to the comptroller;
(2) the agency must specify to the comptroller the purpose of the petty cash account;
(3) the agency must estimate the probable disbursements from the petty cash account during the fiscal year and submit that estimate to the comptroller;
(4) the agency must obtain a certification from the comptroller stating that the agency has a sufficient appropriation from the fund for the fiscal year to cover all probable disbursements during the fiscal year; and
(5) if the amount requested for the petty cash account would exceed the limits specified in § 403.246, the agency must obtain the comptroller’s approval of the amount.
Terms Used In Texas Government Code 403.247
- Appropriation: The provision of funds, through an annual appropriations act or a permanent law, for federal agencies to make payments out of the Treasury for specified purposes. The formal federal spending process consists of two sequential steps: authorization
- Comptroller: means the state comptroller of public accounts. See Texas Government Code 312.011
- Fiscal year: The fiscal year is the accounting period for the government. For the federal government, this begins on October 1 and ends on September 30. The fiscal year is designated by the calendar year in which it ends; for example, fiscal year 2006 begins on October 1, 2005 and ends on September 30, 2006.
- Year: means 12 consecutive months. See Texas Government Code 311.005
(c) As soon as possible after the beginning of each fiscal year, a state agency shall provide to the comptroller an estimate of probable disbursements from each petty cash account during that fiscal year.
(d) A state agency may disburse money from a petty cash account only if the disbursement would be a proper expenditure from the corresponding fund if the fund itself, instead of the petty cash account, were being directly used to make the disbursement.
(e) Before a state agency may request the comptroller to replenish a petty cash account, the state agency shall submit the following documentation to the comptroller, in the content, method, and format required by the comptroller:
(1) the name of and a proper identification number for each person who received a disbursement from the petty cash account;
(2) invoices or receipts from each person who received a disbursement from the petty cash account or canceled checks proving that total disbursements from the account equal the amount of the requested replenishment; and
(3) any other documentation that the comptroller considers necessary.
(f) Repealed by Acts 2003, 78th Leg., ch. 285, Sec. 31(11).
(g) A state agency shall ensure that all disbursements from a petty cash account comply with the purchasing laws and rules of the state and are supported by documentation that is sufficient to enable a complete audit.
(h) A state agency may keep currency in its offices for the purpose of making change, spot purchases, or any similar purpose or a combination of purposes as determined by the agency. The amount of currency kept in an office may not exceed $100 at any time unless the comptroller determines additional amounts are necessary for the efficient operation of the agency. The documentation that the agency would maintain if a disbursement were made from the petty cash account itself must be maintained for each disbursement from the currency kept in the office.
(i) A state agency shall reconcile and request a replenishment of its petty cash account as often as the comptroller requires.