Quick Steps: Reimburse an Employee with Petty Cash

Who does this?  Certified Petty Cash Custodians

When?  Employees present the custodian with expense receipts authorized up to $150.

How?  Reimbursement of petty cash requires authorized, validated receipts.

 

Reimburse an Employee with Petty Cash (3 steps)

step 1

Employee presents original expense receipts attached to a completed Received of Petty Cash Form:

Note:  Lost original receipts require a Lost / Missing Receipt memo.
This picture is a scanned copy of the Received of Petty Cash Form.
  1. Form number will be filled in by custodian.
  2. Date Completed. This is the date the form is completed, not the date of original expense receipts.
  3. Description of business purpose for expenses.
  4. Persons in attendance (if for a business meal).
  5. PTA and Expenditure type to be charged.
  6. Authorizing signature (signature of person having authority on the PTA, NOT the person receiving the reimbursement and not a direct or indirect report of the person receiving reimbursement).
step 2

Petty Cash Custodian reviews request:

  1. Ensures all required information is included.
  2. Evaluates compliance to reimbursement policy.
  3. Verifies proper authorization.
step 3

Petty Cash Custodian uses the cash in the petty cash fund to reimburse employee for exact amount of expenses shown on receipts:

  1. Enter the amount of the reimbursement on the Received of Petty Cash Form.
    2. Note 1: Reimbursement for petty cash must be the exact amount of the expense. Splitting one transaction valued over $150.00 into lesser parts is not permitted.
    Note 2: Custodian numbers the Received of Petty Cash receipt, per department numbering system (each department must create their own system for numbering Receipts AND recording the numbers and receipts)
  2. Disburse cash to employee.
  3. Directs employee to sign Received of Petty Cash form, indicating monies were received.
  4. Retain Received of Petty Cash form and original receipts.
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What happens next?

  • When the amount of cash in the petty cash fund dips below a pre-determined level, the Petty Cash Custodian requests replenishment. See Quick Steps: Replenish Petty Cash [link] for details on how to replenish the petty cash fund.
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