Petty Cash
Petty Cash is an amount of money issued to a department to be used on a revolving basis for the payment of small, nonrecurring expenses ($100 or less). The responsibility for security of the Petty Cash fund rests with the Cashier's Office. The use of petty cash to make purchases is an exception to the formal procurement methods.
You may pick up or return Petty Cash at the outside Employee Window (inside if the window is closed or the weather is bad) during normal Cashier Office hours.
Required Forms
- Petty Cash Voucher
-
Official Function Form
Requirements
Only full-time, Board-approved employees may request Petty Cash funds.
All appropriate signatures must be filled out.
If purchasing computer related items, you must have the approval from the Instructional Technology Services Department.
If purchasing food, clothing items, or awards, an Official Function Form must be completed and the required signatures obtained prior to taking out the Petty Cash.
In general, only one Petty Cash Voucher can be "out" at a time per department. Exceptions may be made (on an individual basis) by Regis, Herman or Jason.
Petty Cash Vouchers must contain:
- Department Head Signature – the Board-approved responsible person on the account.
- Department Name .
- Requestor Name – must be a Board-approved signer on the account. Can be the same as the Department Head.
- Account Number – the account to which the funds are to be charged.
- Purpose – a description of what is to be purchased.
- Phone Number
- the person to contact if there are questions.
Exclusions
Petty Cash Funds must not be used for any of the following:
- Cash advances
- Cashing checks
- Gifts
- Items that could be acquired through the Purchasing Office
- Loans/IOU's to faculty, staff, students or others
- Memberships
- Mileage reimbursement
- Payment of salaries
- Payment of services
All Petty Cash Vouchers, along with receipts for items purchased and any unused monies, should be returned to the Cashier's Office within 5 business days .
