Petty Cash & Change Funds
Use Petty Cash Funds
- Follow the appropriate Petty Cash instructions as established by Contracts & Procurement Services:
- If Your Department has a Petty Cash Box.
- If Your Department doesn't have a Petty Cash Box.
Set Up New Department 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.
- Complete and submit the Application for Petty Cash or Change Fund (pdf).
- Once we approve the application, we will issue a check to the custodian(s).
- The custodian(s) must come to Accounting Services in SOMA 470 to pickup and sign for the check.
Change Custodian(s)
- Complete and submit the Application for Petty Cash or Change Fund (pdf).
- 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.
- Organize your cash on-hand, expenditure receipts and/or replenishment requests so they are available for inspection.
- Make sure your cash and paperwork match the authorized amount of the fund.
- When we complete the count, the custodian will be asked to sign an audit form.
Close Department Petty Cash or Change Fund
- Notify us to schedule a final count.
- Complete and submit the Application for Petty Cash or Change Fund (pdf).
- Keep a copy of the form and send the original to Accounting Services, extended zip 0042.
- Bring the full amount of the fund to Cashiering Services Window #1 for deposit.