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Petty Cash Purchases are defined as non-competitive, non-recurring small purchases made with personal
funds of a faculty, staff or student employee on a voluntary basis with the purchase subsequently
approved by the budget unit for reimbursement to the employee.
Petty cash purchases
- Are made voluntarily by a faculty, staff or student employee
- Are made in accordance with the Executive Order for small purchases
- Are in CASH, but check, credit card or debit card will be processed
- Are purchased separate from personal purchases of employees
- Are refunded to the employee up to $50 in cash or over $50 by check
- Are not subject to reimbursement of sales taxes charged
Petty Cash Purchases Not Subject To Reimbursement
Sales Taxes Are Not Reimbursable
The University is exempt from state and local taxes for bonafide University purchases authorized
by the Purchasing Department. Petty cash purchases represent an expenditure that would
otherwise not be taxable with a Purchasing Department approved purchase requisition or purchase
order. All petty cash purchases are considered a voluntary decision on the part of the employee.
Petty cash reimbursement shall not mean or imply the employee is acting as an authorized agent
for the University for future purchases. All sales taxes shown on a bonafide receipt shall not
be reimbursed in whole or in part. Employee understands this policy and agrees to its conditions.
Frequency of Submitting Reimbursement Requests
Petty cash purchases should be limited to instances when the urgency of the need does not permit
contacting the Purchasing Department or facilitates submission of a purchase requisition.
Timeliness of Submitting Reimbursement Requests
Petty cash purchases are to be submitted for reimbursement within (10) days of the purchase date
identified on the receipt. Any reimbursement request received in excess of (30) days of the
purchase date or after April 15 of the applicable fiscal year may be denied.
Petty Cash Purchases Up To $50
Will be reimbursed in cash upon presentation of Purchasing Department approved purchase
requisition and original receipt(s) along with any applicable support to the Cashier's
section of the Controller's Office. Purchase requisition or receipt(s) must identify items
purchased.
Petty Cash Purchases may not be subdivided into two or more requisitions to facilitate a cash
reimbursement. Repeated attempts considered to artificially divide reimbursements for a cash
reimbursement by a budget unit will be forwarded to the budget unit's respective Vice President.
See petty cash purchases over $50.
Petty Cash Purchases Over $50 & Up To $1,000
Will be reimbursed by University check upon transmittal of a Purchasing Department approved
purchase requisition and original receipt(s) along with any applicable support to the
Controller's Office. Purchase requisition or receipt(s) must identify items purchased.
Reimbursement in excess of $50 may take up to a (30) day payables processing time. Budget unit
or employee shall not phone, email or visit the Purchasing Department or Controller's Office regarding status of a petty cash reimbursement unless (30) days has
elapsed since submission of a complete reimbursement package by the budget unit.
Fiscal Year-End Or Other Funding Deadlines
Documentation Required For Reimbursement
1. Complete Process for Payments Form
marking the appropriate purchase description. In the Additional Description area
include the Name of the Employee to be reimbursed and employee's W number. Complete Amount
Approved for Payment, Budget Unit Name(s), Budget Unit Number(s) and Expense Account(s) to
be charged, secure appropriate Budget Head Signature, and if applicable, the signature
approval of Sponsored Research & Programs.
2. Staple itemized original paid receipt(s) or
paid identified invoice(s) to the Process for Payments Form.
3. Forward Process for Payments Form with attached receipts or paid invoice to the
budget unit's procurement specialist for review and processing to Controller for reimbursement.
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