Accounts Payable - Petty Cash

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Accounts Payable inside Business Office

 Petty Cash Requisition Form

Guidelines

If requested, employees will be reimbursed for out-of-pocket business expenses of $100.00 or less from a petty cash fund maintained in the Business Office. Otherwise, reimbursement will be made by check through the regular payment process. Reimbursement requests must be accompanied by a receipt and an approved  Petty Cash Requisition Form.

Please remember that sales tax and alcohol can not be reimbursed through Grants or Federal Funds, (to avoid incurring sales tax, employees may obtain a tax exempt certificate from the Business Office before making the purchase.)

• Petty cash funds are reserved for the reimbursement of minor expenditures only. Reimbursement is limited to expenditures of $100 or less.
• An original receipt must be validated for reimbursement by a Project Leader or designated signer for the project number being charged. To validate a receipt, the receipt must be attached to a completed  Petty Cash Requisition Form, documenting the business justification for requesting Petty Cash reimbursement, (briefly describe the item (s) purchased and how the purchase is to be used for the project it is charged to.)
  • A good example: "plastic labels for use in tomato experiment"
  • A poor example: "supplies for experiment," or, "labels"
• Petty cash funds are not intended to be used as a replacement for using Purchase Orders, or acquiring items which are available from the Stockroom Inventory.