Quick Steps: Get Reimbursed via Petty Cash

Who does this?  Stanford employees

When?  An employee has used personal funds for University business purchases under $150 and seeks reimbursement.

How?  Request reimbursement from your department Petty Cash Custodian.

 

Get Reimbursed via Petty Cash (3 steps)

step 1

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

Note 1: See petty cash policy for details on valid expenses and receipts.
Note 2: Lost original receipts require a Lost / Missing Receipt memo.
Note 3: Received of Petty Cash Forms are available from the Petty Cash Custodian.
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:  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.
  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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