Box 9, Folder 7, Document 1

Box 9, Folder 7, Document 1

cc: Mr. Charles L. Davis
Mr. Forrest Gee
Mr. George Berry

June 20, 1969

Mr. Sam Williams, Director .
Atlanta Urban Corps

_ Municipal Auditorium
Atlanta, Georgia 30303

Dear Sam:

Enclosed is City of Atlanta general fund check nurnber 6056 in the amount
of $50, 00 for the purpose of funding a petty cash procedure for the Urban
Corps Project.

These funds are to be used only for those miscellaneous requirements for
which it would not be prattical or possible to issue the regular purchase
requests or miscellaneous requisitions to the Purchasing Agent. The
expenditures from the proceeds of the petty cash fund must be for relatively
small amounts.

Every expenditure, without exception, is to be substantiated with some
invoice, bill, or memoranda containing an adequate explanation as to what

is being purchased. Periodically, as the fund nears depletion, you should
accurnulate these written records and attach them to a miscellaneous
requisition written for an arnount sufficient to bring the total fund back

to a total of $50.00. You should charge the appropriate expense account

for the amounts paid out, rental, printing, supplies, etc. This miscellaneous
requisition, along with the supporting bills and invoices, should be forwarded
to this office in the usual manner.

As the project nears completion, you should make a final report on the petty
cash fund, returning to this office a record of all then remaining paid bills
along with the cash balance of the fund, These remaining paid bills along with
the cash balance should total $50. 00.

I trust this information is sifficient to instruct you on the proper operation
of the petty cash fund, If any further clarification is needed, please contact

me or GeorghBerry.
Sincerely yours,

Dan Sweat