Petty Cash Vouchers

Petty Cash Vouchers are used to purchase tangible items (no services) from local suppliers who will not take a purchase order.   

Guidelines:

• Limit $300.00
  • Fiscal Services will not reimburse over the $300.00 petty cash limit.
• Approved Petty Cash
  • An approved petty cash must be on file with Fiscal Services and cash issued prior to purchasing the goods.
• Goods Only
  • Purchase of goods (tangible items) only.  
• No Services
  • No services including printing, professional services, maintenance, or catering due to tax reporting requirements. 
• No Internet or Money Order purchases
  • Petty cash cannot be used to purchase items on the internet or money orders.
• Original Receipts Required
  • Original receipts are required for all purchases; receipt must include the supplier name, date, and detail of transcation.  Altered receipts will not be accepted.
• Cash Only
  • Purchases must be paid for with cash only, no credit cards.
• Events or Meetings
  • Petty cash for an event must have an approved official function form attached.  Official Function forms can only be signed by Vice President or President.  If petty cash is for meeting/interview or event must have agenda flyer attached. Official Function Form
• No Capital or Tagged Items
  • Capital items or other items normally tagged or catalogued cannot be purchased on a petty cash.
• Available Budget/Funds
  • The charge center and object code must have available budget/funds to cover the entire petty cash at the time of approval.
• Due in 5 Days
  • Must be cleared within five (5) days after dated issued.
• No Personal Items
  • Personal items cannot be purchased on the petty cash receipts.
• No Reimbursement
  • Fiscal Services will not reimburse for purchases prior to approval of petty cash
• Purchases by Student Clubs or Organizations
  • These purchases must have approval from Director of Student Life

Process:

1. Get a Petty Cash Voucher from the Enrollment Services counter.
2. Complete all of the information and provide a detailed description of purchases to be made with the petty cash.
3. Attach official function form and agenda if applicable.
4. Verify funds available in account code combination including object code.
5. Obtain proper approval for petty cash; Organization/Club Officer or Department Chair, Organization/Club Advisor, when applicable, and/or Vice President.
6. Present petty cash to Enrollment Services counter to receive cash.
7. Purchase items from supplier.
8. Return remaining cash and original receipts to Enrollment Services counter within 5 days of issue to reconcile petty cash.