| Question | Answer |
| What is the limit to the petty cash amount for your camp? | SR 1000, SP & BO 750, DL & CM 500
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How many receipts can you fit on an 8 1/2 X 11 piece of paper? | As many as possible, fill both sides and tight as possible. Ask Mary to explain.
| Can you reimburse a staff member for a purchase they made out of petty cash? | Only if the purchase was made with cash and is a low reasonable amount. The preference is that you submit an expense report for a check. If the need is urgent, contact Tori and she will work with finance for a possible approval to use the check book on site.
| How do you track or record time worked for support service staff (hourly rate)? | They are responsible for keeping a timesheet in a common area/location so it can be completed daily and you can retrieve the information any time you need it.
| Name at least 4 prohibited purchases to make using GSNorCal funds. | Gift cards, vendor payments, cash advances, alcohol, personal items.
| Who can use a GSNorCal credit card? | Only the cardholder. Gas cards are GSNorCal credit cards that can only be used for gas and are kept in transportation binders for driver use of camp vehicles only.
| What are the dates when all credit card holders must complete their coding (reclassification) online? | The 1st to the 5th of the month.
| What do you do with your credit card receipts? | Mail original hard copies to Mary Saelee in the Oakland office and scan and email a copy to Tori for review and a place holder for Mary until the other arrive.
| You have a group on an out trip to a new location. When they arrive they realize they must pay for metered parking. They have a small amount of petty cash provided. How do you record this amount? | Parking and laundry may not provide receipts but you can provide an explanation on your receipt paper and it's acceptable for common things that don't generate receipts.
| Where do you send any invoices that arrive to your site (ie Sysco)? | Email them to accountspayable@girlscoutsnorcal.org and cc Tori.
| Your staff want to purchase hoodies to wear at camp, how can they be purchased? | They can make these arrangements independently, without using GSNorCal funds.
| At what point should you replenish your petty cash? | Be sure to plan ahead, but it's a good idea to think about replenishing when you drop to $250 (unless you need more before that time).
| How do you track or record time worked for direct service staff (daily rates)? | Keep documentation daily to enter in to the timesheet
| When do you turn in the receipts for petty cash? | As soon as you want to replenish the amount. They must be scanned to Tori and approved before a new check is written. Originals should be mailed or dropped off ASAP, but at least by the 1st of the month
| You can't sign in to your wells fargo account to code your credit card, what do you do? | Email Candy and cc Tori. Tori can record items if needed depending on time.
| You have a staff member who has a question about their paycheck and the exemptions/deductions, how do you help them? | Payroll questions can be directed to Judy Pham. Resident camp directors need to have a basic understanding of how room and board will be represented on a check. Judy or Jane can explain.
| Your group is going on an out trip to a local climbing gym and you realize the entrance fee hasn't been paid. How can you pay for this trip? | If we have a W9 on file, then you can pay with your credit card if there is room on it. Amber can also help make payments on her credit card, so can Tori or Sari. If you realize this ahead of time then you can contact Amber for assistance in getting a check request submitted.
| What is the account code for mileage & gas? | 8707 |
