13 A GUIDE FOR WORKING WITH THE TOWN OF CARY
Hundreds of millions of dollars of public money pass
through our organization each year, and we must
follow very strict and detailed process controls and
accounting principles as well as all applicable local,
state and federal laws to help ensure the highest level of
honesty, integrity, and social responsibility. For example,
one overriding rule in the Town of Cary is that all
purchases made by the organization, even small ones
handled through petty cash, require prior approval and
proper authorization.
If your position requires you to handle cash, such as
accepting a registration fee or making change, you
should do so exactly according to your department's
procedures. Check with your supervisor for instructions,
which will include but may not be limited to:
■ Have at least two people involved in cash handling
duties, if possible. If not possible, be sure to
reconcile the cash draw at the beginning and end
of each shift.
■ You are the custodian of the cash draw. Do not
allow others to do transactions in your drawer or
on your behalf.
■ Submit cash and checks to the Finance Department
daily for bank deposit.
If your position requires you to use a Cary credit
card (procurement card), you must follow Standard
Procedure 89: Procurement Cards available on C-NET.
In accordance with this standard procedure, always
remember the following:
■ Procurement cards (p-cards) can only be used for
items or services for the official use of the Town
of Cary as established by your department head
and approved by the Finance Department. Any
other use is fraudulent and may lead to disciplinary
action.
■ Each procurement card has its own limits
determined by the Finance Department and your
director. Small dollar purchases are the best use
for p-cards and must follow established purchasing
procedures. However, any purchases that require
a contract or carry beyond a nominal level of risk
should use the Oracle requisition process to obtain
a purchase order.
■ P-cards should not be shared. The p-card holder
is responsible for all purchases made on the
credit card and must retain receipts for timely
reconciliation via Expense Reports in Oracle.
Cary is committed to being cost-conscious and to
spending tax dollars wisely and effectively. Our ability
to carry out these commitments is directly related to
your active support of the necessary processes and
procedures. If you have any questions about handling
money or credit cards, talk to your supervisor, your
department head, or to the Finance Department.
