| What to do |
How to do it |
| 1 |
Make sure the items you purchased can be reimbursed through petty cash. |
- Items approved for petty cash reimbursement include:
- Food for daycare and research
- Film processing and teaching materials for student programs
- Lab and office supplies
Note: When possible, use Marketplace Preview to purchase these items on a recharge basis.
- Items that may NOT be approved for petty cash reimbursement include:
- Refreshments and other food
- Small appliances
- Entertainment items
- Office decorations
- Conference fees
- Gasoline
- Postage of any kind
- Some types of travel- or entertainment-related expenses; please explore the Travel section of Blink for specific information.
Note: If your original receipt is over 30 days, please submit receipt directly to Disbursements for a personal reimbursement.
|
| 2 |
Get a petty cash form. |
- Download the Request For Petty Cash Reimbursement form form (Excel).
|
| 3 |
Prepare a petty cash form. |
- Complete the form you obtained in Step 2 and be sure to include:
- Description of items purchased and how they will be used
- Name of your department
- Index, Fund, and Account
- Amount to be reimbursed
|
| 4 |
Attach the original receipt to the completed petty cash form. |
- Be sure that each receipt includes the:
- Imprinted store or vendor name
- Date
- Total amount paid
- Full description of the items purchased, not just a part or item number (if this information is not printed on the receipt, please note it by hand)
- Tape the receipts to an 8 1/2" by 11" sheet of paper, then clip the paper to the petty cash form.
Note: When you purchase items by phone, ask the vendor to send you either a print receipt (by fax or mail) or an e-mail receipt showing the total amount paid with your merchandise listed.
|
| 5 |
Get the petty cash form approved. |
- Submit the completed petty cash form and attached receipts to your department's business officer or chair for approval and signature.
Note: The person who authorizes a petty cash reimbursement must be different from the person requesting reimbursement. The authorizer must also have the delegated authority to approve expenditures on the index being charged.
|
| 6 |
Take the signed petty cash form and original receipts to the Cashier's Office. |
- The Central Cashier's Office is located on Myers Drive, University Center, Building 402, Suite 170 in the Student Services Center (map).
- Be prepared to present your picture ID to receive your petty cash reimbursement.
- Petty cash reimbursements can be processed weekdays, 8 a.m. - 4 p.m.
|
