Department Petty Cash Fund Procedures
30.07 - Attachment 1
Issued May 15, 1998

1.     Responsibility

        The respective department head will sign a Responsibility Statement for the petty cash fund
        entrusted to him/her. In signing this statement, the department head accepts full responsibility
        for the safekeeping of the fund and will be required to reimburse the fund for any
        unallowable expenditures from it.

2.     Allowable Expenditures

        The petty cash fund may be used to purchase:

            a.     Emergency repair items
            b.     Items for which the vendor will not accept a purchase order  

3.     Unallowable Expenditures

        The petty cash fund may not be used to :

            a.     Pay individuals (faculty, staff, students or vendors) for services rendered
            b.     Cash checks
            c.     Conduct personal business
            d.     Pay for travel expenses
            e.     Pay for gasoline, oil, etc. for personal vehicles, even if used for University business

         The applicable department head will be required to reimburse the University for all
         unallowable expenditures from the fund and will be subject to a review to determine
         whether the petty cash fund should be removed from the department.

4.     Receipts

        The department must obtain original receipts from vendors for all disbursements from the
        petty cash fund. The department head will be required to reimburse the University for all
        unsupported disbursements.

5.     Replenishment

        The department will prepare and submit a Purchase Requisition to the Fiscal Office
        (Accounts Payable Section) at least every two weeks to replenish the Petty Cash Fund.
        Original receipts  must be attached as support for the voucher.

6.     Oversight

        The Manager of Procurement or the Accounts Payable Supervisor will review and approve
        all requisitions for the replenishment of petty cash funds.

7.     Policy Compliance

        In addition to complying with these procedures, the department head is responsible for
        ensuring adherence to the System policy on petty cash funds.
 

Contact:     Manager of Treasury Services