PETTY CASH AND OTHER REIMBURSEMENTS

Policy
Petty Cash permits an individual to use personal funds to purchase supplies for UAH and then receive an immediate refund. Items may be purchased from more than one vendor. The maximum reimbursement, however, is $50.00 plus tax per vendor, per day. A separate Petty Cash Voucher must be done for each vendor. If purchases exceed the Petty Cash limit, the individual should complete a Miscellaneous Disbursement Voucher and submit it with receipts to Accounting.

Exclusions
Some exclusions to Petty Cash reimbursement are:

·         Meals

·         Travel

·         Registration fees

·         Gasoline (except for UAH vehicles)

·         Christmas cards

·         Food

·         Fans, space heaters

·         Blinds

 Procedure
Completing the Form:  The Petty Cash Voucher (Form PCS-3, Rev. 9/05) is available at the UAH Copy Center. Petty Cash Vouchers must be typewritten or printed in ink. The Voucher must include the following information:

1.   Date of Purchase — Enter the date the item was purchased.

2.   Date of Request — Enter the date the Petty Cash Voucher, with original receipts attached, is brought to Purchasing Services.

3.   Vendor — Enter the name of the store or vendor from which the purchase was made.

4.   Description — Enter the name of the item that was purchased.

5.   Index No. — Enter the index number from which the Petty Cash reimbursement will be taken.

NOTE: Petty Cash Reimbursements will appear on the budget printout by the name of the Petty Cash representative in Procurement Services. 
 

6.   Amount — Enter the amount of the purchase, including tax if any.

7.   Account Code — Enter the account code of the item purchased.

8.      Budget Unit Head — Obtain signature authorization of the Budget Unit Head or other person with authority for the budget.

Attach original receipts to the Petty Cash Voucher and hand-carry it to Procurement Services during the hours from 9:00–10:00 a.m. and 2:00–3:00 p.m.  

Tax Exemption:  Departments intending to purchase items through Petty Cash may request a Tax Exempt letter from Procurement Services to avoid paying sales tax.

 Petty Cash Voucher