Freaking Out about Petty Cash!!

[daughter of pearl]

So I am resolved that tomorrow I am going to talk to my director about the complete mess of a petty cash system for the project I am working on right now.

My supervisor told me on Friday that there is over $200 that has been spent that she can't account for.

My colleagues and I have been asking for petty cash to cover expenses for over a month now. My supervisor was given a cheque from the company a week and half ago for $5K. She gave each of us (there are 3 of us!) a personal cheque for $500 to cover our expenses, then told us not to cash it until she tells us it's okay. Because it is a personal cheque, it will take at least 5 days to clear my account and I am supposed to pay for $400 worth of expenses next week.

I am scared that her bad record keeping is going to reflect back on me. I am uncomfortable receiving a personal cheque for professional expenses. And I am freaked out because our director has told us that the chain of command is that we bring things to our supervisor and our supervisor brings them to her. I feel like this is an exception and I don't know how else to handle it except to bring it to the director.

Any advice welcome...I am soooo afraid of getting fired for causing trouble, but I am more afraid of having bad accounting practices reflect on me as a professional.

[mommy4ever]

Something seems off. It's HER personal check? Where is the cash she was given? It sounds like some used the $5000 to finance something personal... something is off...red flags.

I would definitely go over her head.

[porembam]

Be careful - it sounds like she is being sneaky with their $5000.
No one gives a personal check because it means that money is in her personal account.
You should tread lightly though because she could be innocent and you don't want to hurt your job.
I would just ask general questions to your director about the $5000.
Please keep us updated - it would be great if you fix this problem

[Ceashels]

Keep all receipts of what ever you are buying, YOUR record keeping needs to be unquestionable. Addressing your concerns with her is appropriate and even sending her an email stating that is a good idea so there is a paper trail to cya.

Something does sound amiss about the situation so be careful.

[dcompton]

She gave you a personal check for business expenses when she had been given a business check to cover it? That is too strange. You, and the others, are having problems with a supervisor. That shouldn't have to just stop there just because she is the supervisor. That is when the director should be involved, it seems to me, to arbitrate the problem.

However, I can hardly advise you because I am not the one on the spot and don't know the whole situation - and the political lay of the land in the office. But do let us know how this goes.

[mauimagic]

Ditto on keeping written records. Can use emails to clarify what you are being requested to do too.

You'll do fine tomorrow - because you are dealing with facts and procedures that need clarification.

Please let us know how it goes.

[Josephhgoins]

Personally I would quit.

You are between a rock and a hard place IMO.

It would look far worse to be fired for embezzlement and go to jail because of your boss’s poor record keeping than being fired for being a trouble maker. BUT either way you’re still fired.

I wish you luck as it appears that either decision you make is going to have bad repercussions

[Greebo]

Seek new employment.

While the company may be doing fine and dandy, this kind of behavior is typical of small companies about to fail. In my teens, I had an employer who did such things - then one day my paycheck bounced. He fixed the issue quickly and I got paid, but I got the heck out of there fast.

The company didn't last another 3 months.

[Libby]

I agree - set up interviews and find a new job ASAP.

This is very fishy to have to use your supervisors personal cheque for petty cash. The only situation I've had to do that was when the owner of the company (very small) gave me the chq to cover my expenses and it was only b/c I needed to get reimbursed and we were waiting on new 'company' cheques to be printed. (I knew this b/c I was in charge of ordering them)

I'd also photocopy every receipt you're claiming & the paperwork with it, including a copy of the personal cheque you were issued for the company's 'petty cash'. Keep a paper trail of everything for you and do no lose it.

Maybe in passing - not sure how close you are with your bosses boss - ask for a brief private meeting (ie off the record) to ask about this and just state that you've never encountered this before and you wanted to make sure it was alright to cash the cheque. Either way your direct supervisor should be outed. But again - be prepared for the repercussions - potentially being let go immediately for not following chain of command etc. and/or the wrath of your supervisor. If you do this and your supervisor harasses you, report it immediately to their boss.

I hope you have an EF going 'just in case' Sorry that your supervisor put you in this awkward position but if it were me I'd rather work in a reputable company vs a shady one.

[dcompton]

Actually I was more moderate than some of our bolder FVers, but my real first thought too was it was time to find a new job. It is, however, a scary time to be telling anyone to voluntarily give up the job in the hand, as it were. But I would start looking for something else.

Aside from the oddness of all this, that they don't have a system where you are reimbursed immediately and easily for business expenses you pay out of pocket is just not the way things should be done. It is very unprofessional and unfair to the employees.

[daughter of pearl]

Well, well, so I did it. I sent an email to our director detailing the issue and saying that I wanted to clarify the policy because if I was expected to cover expenses upfront, I would be unable to.

She thanked me for bringing it up, offered to expedite any paper work that needed to be done and said that she is always available to help...reading between the lines, it really said "Your supervisor has been screwing up, and I, and the organization are very sorry, and will make it right."

I am SOOOOOOOO relieved!!!!

[dcompton]

I am really glad. Sometimes too a director just needs something really specific like your letter to be able to act.

I'm sure you are feeling better about the whole thing. And your fellow employees who have also had the problem should buy you lunch!