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  6. How to Manage Your Department's Petty Cash or Change Fund

How to Manage Your Department's Petty Cash or Change Fund

Last Updated: May 5, 2021 3:58:40 PM PDT
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Follow the steps on this page to request an increase, reduce the amount, close, or change the custodian of your petty cash or change fund.

1. Request an increase to the amount of your fund.

  • The department's Business Financial Officer or MSO submits a ticket by logging onto the Business & Finance Services & Support portal (GET HELP) and select the “Related to…” option > General Accounting.  Type "Petty Cash or Change Fund Setup in the subject line.
Include in the case description:
  • Department name
  • Custodian of fund
  • Additional amount requested
  • Reason for the increase
  • General Accounting notifies you of the outcome of your request.
  • If approved, Disbursements issues and mails a check to the fund's custodian.

2. Reduce the amount or close your fund.

  • The fund's custodian or the department's Business Financial Officer or MSO submits a ticket by logging onto the Business & Finance Services & Support portal (GET HELP) and select the “Related to…” option > General Accounting.  Type "Petty Cash or Change Fund Setup in the subject line.
 Include in the case description:
  • Department name
  • Custodian of fund
  • Amount to reduce or close

  • General Accounting will e-mail you a completed deposit advice form.
  • Submit this form, with the funds, to your usual cashiering station.

3. Change the custodian of your fund.

  • Download the Change Custodian form (Word file).
    Complete this form to:
    • Permanently change custodianship
    • Temporarily relieve the custodian due to illness, vacation, or other reasons
    • Reinstate a temporarily relieved custodian
  • Mail the completed form via campus mail to General Accounting, Mail Code 0953 or submit a ticket by logging onto the Business & Finance Services & Support portal (GET HELP) and select the “Related to…” option > General Accounting.  Type "Petty Cash or Change Fund Setup in the subject line.
  • Add the form as an attachment.
Questions? Submit a ticket by logging onto the Business & Finance Services & Support portal (GET HELP) and select the “Related to…” option > General Accounting