Petty Cash & Change Funds

Use Petty Cash Funds

  1. Follow the appropriate Petty Cash instructions as established by Contracts & Purchasing Services:
    • If Your Department has a Petty Cash Box.
    • If Your Department doesn't have a Petty Cash Box.

Set Up  New Dapartment Petty Cash or Change Fund

Note: The Bursar's Office maintains a petty cash fund that is used for department petty cash needs. SJSU discourages the establishment of new petty cash or change funds.

  1. Complete and submit the Application for Petty Cash or Change Fund (pdf).
  2. Once we approve the application, we will issue a check to the custodian(s).
  3. The custodian(s) must come to Accounting Services in Clark Hall 500 to pickup and sign for the check.

Change Custodian(s)

  1. Complete and submit the Application for Petty Cash or Change Fund (pdf).
  2. Keep a copy of the form and send the original to Accounting Services, extended zip 0042.

Prepare for Audits

Note: Accounting Services must count the cash in your fund periodically. The frequency of the count may be monthly, quarterly or annually, depending on the fund amount.

  1. Organize your cash on-hand, expenditure receipts and/or replenishment requests so they are available for inspection.
  2. Make sure your cash and paperwork match the authorized amount of the fund.
  3. When we complete the count, the custodian will be asked to sign an audit form.

Close Department Petty Cash or Change Fund

  1. Notify us to schedule a final count.
  2. Complete and submit the Application for Petty Cash or Change Fund (pdf).
  3. Keep a copy of the form and send the original to Accounting Services, extended zip 0042.
  4. Bring the full amount of the fund to Cashiering Services Window #1 for deposit.