The Petty Cash Confirmation Letter is a crucial document used in Maltese business operations to establish clear accountability and control over petty cash funds. This document is typically implemented when a new petty cash fund is established or when there is a change in the custodian responsible for managing existing funds. It serves multiple purposes: documenting the transfer of funds, establishing the custodian's responsibilities, setting out operational procedures, and ensuring compliance with Maltese financial regulations and internal control policies. The letter forms part of an organization's financial control framework and may be scrutinized during internal or external audits. Under Maltese law, maintaining proper documentation for cash handling is essential for both regulatory compliance and good corporate governance.
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1. Letter Header: Company letterhead, date, and reference number
2. Addressee Details: Full name and position of the petty cash custodian, department, and internal address
3. Subject Line: Clear indication that this is a Petty Cash Confirmation Letter
4. Amount Confirmation: Explicit statement of the petty cash amount being assigned, in both figures and words
5. Purpose Statement: Brief explanation of the purpose of the petty cash fund and its intended use
6. Custodian Responsibilities: List of key responsibilities and obligations of the petty cash custodian
7. Record Keeping Requirements: Specific requirements for maintaining receipts and documentation
8. Replenishment Procedure: Process for requesting and obtaining petty cash replenishment
9. Signature Block: Space for signatures of both the issuing authority and the receiving custodian
1. Internal Controls Reference: Reference to company's internal control policies, included when specific company policies need to be highlighted
2. Handover Procedures: Include when the letter is part of a handover process between custodians
3. Emergency Procedures: Optional section detailing procedures for handling emergencies or discrepancies
4. Audit Requirements: Include when specific audit procedures need to be highlighted
5. Currency Specifications: Include when dealing with multiple currencies or specific denomination requirements
1. Petty Cash Log Template: Standard template for recording petty cash transactions
2. Expense Categories List: Approved categories of expenses that can be paid from petty cash
3. Replenishment Request Form: Standard form for requesting petty cash replenishment
4. Contact List: List of relevant contacts for petty cash management (finance team, supervisors, etc.)
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