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Advance of Funds
A signed copy of the letter appointing the
imprest fund cashier is furnished to the disbursing
officer, at which time the disbursing officer
advances the authorized amount of the fund to
the cashier and obtains a receipt for the advance.
Security of Cash and Receipts
To prevent theft or unauthorized use, imprest
funds (both cash and receipts for amounts paid
out and not yet reimbursed) must receive the same
security as that given other public monies as pre-
scribed in the NAVCOMPT Manual, volume 4.
When Imprest Funds May be Used
Imprest funds should only be used to purchase
supplies and services when the requirement cannot
be satisfied by the supporting shore activity within
the required time frame. Other criteria for use are
as follows:
. The transaction involves one delivery and
one payment not in excess of $500. Simultaneous
requirements may not be split into multiple
purchase transactions to circumvent the prescribed
monetary limitation for imprest fund.
. The supplies or services are available
immediately and cash payment will be made upon
pickup or delivery.
Restrictions on Uses
Imprest funds may not be used for any of the
following purposes:
l Cashing checks or other negotiable
instruments
. Payment of public utility bills
. Payment of salaries and wages
. Purchase of foreign items unless the
applicable decisions of exception and
documentation are made before procurement
. Purchase of supplies or services that would
not be authorized for purchase under general
purchasing regulations.
Disbursements
Purchases from the imprest fund must be
based on an authorized purchase request
document (NAVSUP Form 1250-1 or DD Form
1348) approved by the supply officer or an
authorized representative. Normally, the purchase
request document must be marked Imprest Fund
and must include the item name, the estimated
unit price and total price, and the vendor’s name
and address, if known.
The cashier may advance funds to the person
authorized to make the purchase and obtain a
receipt for the advance, or the cashier may
reimburse the person for an authorized purchase
made with his or her own money. In either case,
the approval must be obtained before the purchase
is made. Figure 5-16 illustrates the Standard Form
1165 and describes its use as an interim receipt
for money advanced and as a receipt for money
spent. It is preferable to obtain the receipt for
purchase on the vendor’s own form (sales ticket,
delivery ticket, or other similar document), but
if this is not available, the Standard Form 1165
may be used. If the vendor’s form is used as the
receipt for cash and the amount of the purchase
exceeds $15, the sales representative must certify
the receipt as follows:
Cash payment received in full:
Amount $
Date
By
Title
The supply officer or other designated person
receives all items purchased through the imprest
fund and certifies receipt by dating and signing
the vendor’s receipt Received and Accepted.
When practical, a designated person should be
someone other than the imprest fund cashier. The
purchaser must return the receipt and any unused
cash to the cashier as soon as possible, and the
cashier voids his or her interim receipt for cash
and returns it to the purchaser. These receipts
must be afforded the same security as cash.
The cashier should balance his or her funds
daily to make sure the total amount of the fund is
accounted for, either in cash or purchase receipts.
Inspection and Verification
The imprest fund cashier may be required to
account for the established balance of the fund
at any time. The total of cash on hand,
paid vendors’ receipts, unpaid reimbursement
vouchers, and interim receipts for cash must equal
the total of the fund. An unannounced inspection
is made at least quarterly. The commanding of-
ficer designates a person or persons to conduct
the inspection and a report of inspection is made
promptly to the commanding officer.
Reimbursement
To maintain adequate controls over imprest
funds a Reimbursement Voucher, Standard
Form 1129, is prepared on an as-required basis,
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