Petty Cash Funds
For a comprehensive explanation of petty cash funds, purchases and reimbursements, please refer to the Bursar's Section (6.4) of the Handbook of Operating Procedures.
- How do I obtain a petty cash fund?
Petty cash funds may be requested by your department, by completing the Petty
Cash Request Form and submitting it to the Office of the Bursar, if the fund is not in group 41000-44999. The Office of Sponsored Programs must approve requests for this fund group, before submitting it to the Office of the Bursar.
Petty cash funds are
typically used for patient participants in sutdies or departmental
change. Once completed, the Petty Cash Request Form is forwarded to the
Bursar for approval. When the fund is approved, the paperwork is
sent to the Bursar's Cashier and the custodian is notified. For a
comprehensive explanation on obtaining a petty cash fund, please refer
to the Bursar's Section (6.4) of the Handbook of Operating
Where do I go to pick up the fund?
Once the custodian has been notified, he or she needs to see the "Petty Cash Guidelines" film. This film may be seen on demand access, within the custodian's department or in the Library TLC. The film must be seen before the fund is transfered to the custodian. After seeing the film, the custodian may retrieve the fund from the Bursar Cashier.
To recap: Forward a completed Fund Request to the Bursar.
Wait for the Bursar Cashier to notify the custodian.
View the Petty Cash film.
Retrieve the fund from the Bursar Cashier.
Where do I keep my fund?
It is the responsibility of the custodian to obtain a lock box and receipts. Both are available either through Today's Office or any office store. The fund, receipts and custodian paperwork should be kept in the box, in a secured area of the department.
Why do I need receipts?
The fund is subject to audit, therefore, receipts must be maintained by the custodian. The receipt should reflect the signature of the participant, description of service, amount received and participant's ID number (if the study is confidential).
What do I do with the fund if I leave the department?
If the custodian leaves the department, the Health Science Center or if the fund is no longer required, it is the responsibility of the custodian to return the fund, cash and receipts used to the Bursar Cashier.
Contact Cash Operations using the SAHCashMgt mailbox.