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Cashiering Services: How to Get a Petty Cash Reimbursement

If you need to be reimbursed for a department purchase under $50, you can receive a petty cash reimbursement from the Central Cashier's Office.

Note: The maximum amount paid per receipt is $50 (including tax), per vendor, per day.

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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 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 tab 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.

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.

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