Business Offices maintain a Petty Cash fund for reimbursement to employees who have paid for approved Collegerelated expenditures from their own personal funds.

The custodian of the Petty Cash Fund makes the initial approval of Petty Cash reimbursements, and is responsible for ensuring that the reimbursements are in compliance with the Board of Trustees (BOT) Rules P6Hx23-5.03- Petty Cash Fund, P6Hx23-5.126- Petty Cash and Reimbursable Purchases Up to $300, and P6Hx23-5.121- Purchase Requisitions.

To process a Petty Cash reimbursement, follow the steps listed below:

  1. The maximum transaction amount reimbursable from Petty Cash is $100.00 per valid transaction.
  • College related expenses such as inexpensive office supplies, etc.
  • Emergency purchases costing $25 or less.
  1. The maximum amount reimbursable per day (24 hour period) from Petty Cash is $100.00 per employee.
  2. The employee requesting reimbursement must prepare and submit a Petty Cash Voucher form.
  3. Before cash is given out, the following must be checked and verified:

a.Check to see that the G/L Account number and the correct cost center number (15-digit fund-deptid-program/site combination) appears on the form; if applicable check to see that the Project (which refers only to construction projects) and Grant (which refers to restricted funds) information is also provided.

b. If the reimbursement is to be paid with grant or restricted funds, verbal or written approval (i.e. via email, etc.) must be obtained prior to the use of petty cash funds.

  • Project – the Facilities Accountant must approve these purchases.
  • Grant – the appropriate Grant Accountant must approve these purchases.

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c.Check to see that the form has been approved by the appropriate Budget Supervisor for the cost center provided; use the Budget Supervisor file in

Budget and Planning Services in SharePoint under Site Content to determine the appropriate Budget Supervisor. Additionally, the Budget Supervisor shall ensure that budget is available to cover the approved expenditure.

  • If applicable, please write a short explanation at the bottom of the Petty Cash Voucher Form as to why the purchase could not be purchased through regular purchasing procedures.
  • Examples for justifying purchases:
  • Needed file folders which were on sale and time was of the essence.
  • Needed a toner cartridge for printer because cartridge ran out of ink; no toner cartridges on hand.

d.If the GL code (account number) ends with multiple zeroes (65X000) – STOP! The code is not valid. If you need to review the GL account numbers, please click the following link:

e.Any reimbursements for any items on which the College’s name or logo appears must have the prior approval of the Marketing Department.

f.Postage being charged to the Mail Room (10-16330600-01000) must have the approval of the Materials Mgmt. Supervisor.

g.The Petty Cash Voucher must have the original receipt attached; the total of the receipt must equal the amount to be reimbursed.

h.All receipts must be marked paid. If the receipt is a cash register tape the name of the company, address,phone number and date of purchase must be indicated. (If information is not already printed on the tape/receipt, you may have the vendor stamp the back of the tape/receipt; i.e. with their store’s return address mailing stamp.)

i.All receipts must be itemized. The College cannot accept broad categories such as "cleaning supplies” or “office supplies." If cash register tapes are attached, a notation must be made next to each amount to show the item purchased. If there is not enough room on the front of the tape, this itemization may be made on the back of the tape so long as it is in the same sequence as the charges appear on the front of the tape.

  • If the paid receipt is from an individual, the name, address, and telephone number of the seller must appear on the receipt.

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j.If the itemized receipt shows that food items were purchased, the College cannot reimburse the individual except in the following instances:

  • When the food item is used as an educational supply and is consumed or used in the classroom during the instructional process, and such items are
  • Tobe charged to the Educational Materials and Supplies account (e.g. groceries or food items which are used in the classroom as supplies; grocery items which are used in the science labs).
  • Food and products associated with food such as plates, cups, etc. can be purchased by the following organizational units including but not limited to Student Activities, Student Publications, Forensics, Brain Bowl, music productions, Fine Arts enhancements, Student Government, Intramurals, Director of Athletics, Men’s Athletics, and Women’s Athletics.
  • Coffee, soft drinks, donuts, and snacks if the refreshments were served as part of a course and the course brochure indicated that part of the fee was used to pay for coffee, donuts, and/or refreshments. (Normally, this is in the case of Criminal Justice Institute courses and certain non-credit courses taught in Continuing Education.) If reimbursement is made out of Petty Cash for the refreshments, a copy of the bulletin or notification that part of the fee was to pay for refreshments must be attached to the Petty Cash Voucher. For special events, a listing of attendees should be maintained in the program office.
  • Certain expenditures for food items and other products associated with food can be reimbursed from either the Business Hospitality account or the Public Relations account. However, before these expenditures can be charged to these departments, prior approval must be obtained from the President or the appropriate Budget Supervisor as per the current Chart of Accounts.

k.Some other examples of what Petty Cash Funds may not be used for are as follows:

  • Travel expenditures;
  • Equipment purchases;
  • Personnel services;
  • Check cashing;
  • Personal loans or advances.

l.After all of these items have been checked and reconciled, the cash is given to the requestor. The requestor signs and dates the form as having received the funds (cash is taken only from the Petty Cash Fund and not from any other source).

m.The Business Office custodian signs the voucher in the lower left corner and puts the voucher in the bank bag with the Petty Cash Funds.

Mike Meigs, Director of Student Accounting, EPISVC Page 1 of 3 Business Services 08/10/17

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