Petty Cash
Introduction
There are various ways (or pathways) to request and purchase products and services for your department. We call them procurement pathways. This procurement pathway, petty cash, is intended as a way to buy products under $50.00 that do not qualify for a specialty pathway.
Please read the inquiry below to determine if this pathway best fits your individual needs for your specific circumstances. If your order qualifies for this pathway, follow either the cash box or cashiering instructions provided.
Inquiry
- Is the product or service you wish to purchase specifically listed under any of the following specialty pathways?
- YES: Sorry, you may not use this Path.
Review the Pathways Summary to determine which one best fits your needs.
- NO: Please continue.
- Is the product you wish to purchase less than $50.00 (not including tax)?
- YES: Please continue.
- NO: Sorry, you may not use this Path. Review the Pathways Summary to determine which one best fits your needs.
- Is the product you wish to purchase on the Petty Cash Restrictions Checklist?
- YES: Sorry, you may not use this Path. Review the Pathways Summary to determine which one best fits your needs.
- NO: Please continue.
- Does your department have its own cash box?
Instructions (Cash Box)
- Contact your department petty cash custodian to obtain enough cash to cover your purchase.
- Go to the store and buy the product(s). Save the receipt for your department petty cash custodian.
- Department petty cash custodians will keep a log of purchases and replenish their Petty Cash box via the Employee/Student Reimbursement Voucher.
Instructions (Cashiering)
- Go to the store and buy the product(s). Save the receipt.
- Complete the hard copy Petty Cash form. Provide a description of the product(s) and the total dollar amount.
- Take the Petty Cash form and your receipt to the Cashier at Window #1 in the Student Services Center. The Cashier will pay you the cash amount requested (up to $50.00 plus tax).
Petty Cash Restrictions Checklist
The items listed below may not be purchased using the Petty Cash process.
- All services (such as repairs, rentals, advertisements, memberships, and registrations).
- Anything that requires a University signature on a contract or agreement.
- Cash advances.
- Chemicals or other hazardous substances (unless an MSDS is obtained with goods).
- Computers and peripherals.
- Contracts for individuals (such as consultants).
- Custom items using the University logo copyright or any other printing and engraving.
- Fans/heaters/air conditioners (unless you get prior written approval from the Facilities Development & Operations).
- Firearms and ammunition.
- Furniture.
- Gifts (such as cards, flowers, plaques, and awards).
- Items for personal use.
- Maintenance, Public Works, or trade work (such as installations, repairs, or services).
- Narcotics or other controlled substances.
- Postage (with the exception of survey return paid envelopes and business trip mailings).
- Splitting of purchases to circumvent the per transaction limit.
- Telephones, cellular phones and accessories.
Help
If you have any questions regarding the Petty Cash process, please contact the Bursar's Cashiering Services Office at 924-1632.
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