Maricopa Emergency Management System Alert

COVID-19 Update: The EMCC campus is open for classes, appointments, and walk-in services. Masks are required for everyone inside ALL buildings at EMCC.  All student support services are still available online. Students are encouraged to contact their instructors for additional information.

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 Student Business Services/Fiscal Services and cash must be received from Student Business Services/Fiscal Services prior to making any purchases.
  • Goods Only
    • Purchase of goods (tangible items) only.
  • No Services
    • No services including, professional services, maintenance, or catering.
  • No Internet or Money Order purchases
    • Petty cash cannot be used to purchase items on the internet or money orders.
  • No Catering
    • No catered food. EMCC is defining “catering” as any noncommercial packaged food or drinks prepared by either a restaurant or caterer (excluding pizza, coffee, donuts and bagels). Catering must be purchased from one of the approved suppliers on the Fiscal Services Approved Catering Suppliers list via ProCard or PO. Catering cannot be purchased with petty cash.
  • Official Function Event or Meeting
    • Petty cash for an event/meeting must have an approved Official Function form attached.  The form must be approved/signed by Vice President or President.  Review the EMCC Official Function Guidelines prior to purchasing for event/meeting.

Delivery fees and tips are allowed. A tip can be up to 10% of total receipt (not to exceed $20.00).

  • Original Receipts Required
    • Original receipts are required for all purchases; receipt must include the supplier name, date, and detail of transaction. Altered receipts will not be accepted.
  • Cash Only
    • Purchases must be paid for with cash only, no credit cards.
  • No Capital or Tagged Items
    • Capital items or other items normally tagged or cataloged cannot be purchased on a petty cash. Ex: no cameras, tablets. 
  • Available Budget/Funds
    • The FMS department and account must have available budget/funds to cover the entire petty cash at the time of approval.
      • Verify budget/funds availability using FMS - Account Summary Inquiry (ASI)

*For FMS Help: log into the Employee Learn Center (ELC). Navigate to Resources>Technology Training Materials>FMS>View Budget Invoices (Account Summary Inquiry)

  • Due in 5 Days
    • Must be reconciled within five (5) days after date issued.
  • No Personal Items
    • Personal items cannot be purchased using petty cash funds and/or appear on the petty cash receipts.
  • No Reimbursement or Unauthorized Purchases 
    • Fiscal Services will not reimburse for purchases that were made prior to approval and receiving of petty cash
  • Purchases by Student Clubs or Organizations
    • These purchases must have approval from the Director of Student Life

 Process:

  1. Verify there are funds available in the FMS Chartfield.
  2. Complete an Official Function Form (Dynamic Form) and submit for signatures, if applicable.
  3. Obtain a Petty Cash Voucher from Student Business Services.
  4. Complete all of the information and provide a detailed description of purchases to be made with the petty cash.
  5. Attach approved official function form and accompanying agenda, flyer, activity information and/or quote.
  6. Obtain approval signatures for petty cash voucher.
  7. Present the Petty Cash Voucher with all documentation to Student Business Services/Fiscal Services to receive cash.
  8. Purchase items from supplier.
  9. Reconcile petty cash with Student Business Services/Fiscal Services no later than 5 days after it is issued. Must include original receipts and unused cash.

Contact Fiscal Services for petty cash exceptions.