Section 3-3401. EXPENDITURES

 

3401.1With the exception of petty cash disbursements, each expenditure shall be made by:

 

(a)A serially pre-numbered check that identifies the required filer on the face of the check; or

 

(b)A commercial-business type of check that includes spaces for the entry of each check and a brief explanation of the nature of the disbursement.

 

3401.2Checks shall be issued by the filer:

 

(a)In consecutive numerical order; and

 

(b)Out of the depository account.

 

3401.3Checks shall be recorded:

 

(a)In a cash disbursement journal; and

 

(b)On the check stub, as provided.

 

3401.4Voided or stale-dated checks shall be:

 

(a)Stamped "void" or made non-negotiable; and

 

(b)Retained in accordance with § 3400.2.

 

3401.5Each expenditure from petty cash shall be made in accordance with the following procedures:

 

(a)Each disbursement from the petty cash fund shall be supported by a petty cash voucher; and

 

(b)Each reimbursement out of the petty cash fund shall be accompanied by appropriate documentation including, for example, receipts or invoices.

 

3401.6Each expenditure shall be reconciled with the total monthly disbursements, as shown by the following:

 

(a)Canceled checks; and

 

(b)Bank statements.

 

 

authority

D.C. Official Code § 1-1001.05(a)(14); in conformity with the Board of Ethics and Government Accountability Establishment and Comprehensive Ethics Reform Amendment Act of 2011, enacted February 27, 2012 (D.C. Act 19-318; D.C. Official Code § 1-1161.01 et seq. (2012 Supp.)).

source

Final Rulemaking published at 45 DCR 3161 (May 22, 1998); as amended by Final Rulemaking published at 53 DCR 3240 (April 21, 2006); as amended by Final Rulemaking published at 57 DCR 2268 (March 19, 2010); as amended by Final Rulemaking published at 60 DCR 1402 (February 8, 2013); as amended by Final Rulemaking published at 62 DCR 3025 (March 13, 2015).