Changing Fund Information

Changing a Project # on a Petty Cash Fund

 

A.     Complete the "To Change a Project # on a Petty Cash Fund" section of the Petty Cash Administration Form.  Make sure the PC Administration form is approved by the DAF Administrator.

B.     Provide the PIN form for the new project only

C.     Provide a completed and signed Reconciliation Worksheet

 

Scan and email to pettycash@columbia.edu.

 

 

Changing the Custodian

To change the custodian of a Petty Cash Fund:

 

Step 1:Complete Request Process

 

A.   Complete the "To Change Petty Cash Custodian" section of the Petty Cash Administration Form.  Make sure the PC Administration form is approved by the DAF Administrator, then scan and email to pettycash@columbia.edu .

B.     Provide completed and signed Reconciliation Worksheet -  The old custodian must Reconcile Petty Cash Fund.  For auditing purposes, retain complete reconciliation, reimbursement and replenishment records for your departmental files. The new custodian and the department head must sign the reconciliation form.   

C.     Provide Custodian Consent Form

D.     PAC Employee Verification screen print for the new Custodian.

E.     Complete the Petty Cash Custodian training and complete the Knowledge Assessment (passing grade is 90%) 

 

 

Step 2:Establish a Petty Cash Vendor Profile in ARC

 

A.  Submit a request to Vendor Management to establish the petty cash vendor profile in ARC.  

   • For a new Petty Cash Custodian profile, departments with no petty cash vendor profile should ADD a NEW petty cash profile (not including the employee profile). On the form, the PAYEE NAME should be the name of the custodian.  For the second line, PAYEE NAME 2, enter the words "Petty Cash Custodian"  In the DESCRIBE THE NATURE OF THE TRANSACTION  box, write "Petty Cash Fund Custodian" and include the PC# if you have it.  Contact pettycash@columbia.edu with any questions

   • For existing Petty Cash Custodian Profile, a new address should be added to your existing profile.  Department must EDIT their existing petty cash profile and select Add a New Address (with the new PCXXXX).

 

Step 3.  Send an email confirming completion of above, scan and attach all required documents, to PettyCash@columbia.edu