Quick Steps: Report a Petty Cash Theft

Who does this?  Stanford Petty Cash Custodians or Department Heads

When?  When there has been a suspected theft of petty cash

How?  By reporting the theft to the Stanford Police Department and requesting replacement funds, indicating "Theft"

 

Report a Petty Cash Theft (3 steps)

Report theft:

1. Contact Stanford Police at 650-723-9633.
2. Obtain police report.

Note:  To prevent theft, petty cash should be kept in a locked box in a locked drawer or cabinet.

Enter the information in iOU Petty Cash module as an expense line item, or if the amount is more than $150, submit an iOU reimbursements request:

Note:  The Petty Cash module only accepts expense line items for up to $150, so if the amount stolen is greater than $150, it must be entered in iOU Reimbursement module.

1. Indicate Theft in the Business Purpose field.
2. When entering allocation information, i.e. department charge account, use an unrestricted or unallowable expenditure type.

Fax the police report as backup documentation for your reimbursement request:

1. Print the iOU Confirmation page (also called the Barcode page).
2. Fax Police Report as backup documentation, using the Confirmation page as the fax cover sheet.

Note:  The instructions on the Confirmation page include the fax number.

 

What happens next?

• Disbursement Department sends replenishment check to the Petty Cash Custodian's ID mail address.