The Custodian must manage the reimbursement process. University faculty, staff, students and visitors may request reimbursement for a business-related expense, not to exceed $80, from the custodian. For each expense, an individual must submit original receipts to the Fund Custodian, and sign off on the Petty Cash Receipts Summary Form upon receipt of reimbursement. (For Human Subjects PC Reimbursements, use customized form.)
The Receipts Summary Form should provide the following information:
• Documentation of the date of purchase
• Name of the person reimbursed
• Description of the item purchased, including a valid business reason
• For business meals inside the office, document the purpose of the meeting and list those in attendance if 10 or less people or the # of attendees if group is larger than 10
• For local transportation, include origin, destination, and business purpose
• Dollar amount (not to exceed $80)
• Original receipt
• Signature of the person who received payment
• Signature of the custodian or senior DAF who approved the reimbursement
Under no circumstance may an individual, including the custodian, approve his or her own petty cash expense or that of a person to whom he or she reports. Such expenses should be approved by a senior DAF within the department or school. Expenses older than 120 days should be reimbursed using a Travel and Business Expense Report, and will require Supplemental Approval. Dated receipts older than one year will not be accepted for replenishment or fund closeout.
It is NOT permitted to split a transaction in order to circumvent the typical $80 limit.
It is the responsibility of the custodian to ensure that each PC Receipts Summary Form is complete, accurate, and accompanied by original documentation/receipts. The Custodian should keep copies of all reimbursement and replenishment documentation for their own departmental files.
Misplaced or Lost Receipts
It is critical that those seeking reimbursement from Petty Cash Funds to attempt to provide original receipts whenever possible. However, in the case of missing or lost receipts, make sure the expense is fully explained on the Petty Cash Receipts Summary Form and signed off by the recipient and the Custodian. Since receipts are expected for all expenses, any department that submits a significant volume of expenses lacking receipts on a regular basis may be audited by Accounts Payable.