Sec. 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 Section 403.246 , the agency must obtain the comptroller's approval of the amount. (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 (f) Repealed by Acts 2003, 78th Leg., ch. 285, Sec. 31(11).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.
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