Systems and Procedures
A Division of The Office of Budget and Finance
A Division of The Office of Budget and Finance
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The Receipt for Petty Cash Expended form must be completed for each authorized purchase being reimbursed utilizing petty cash funds. It enables reimbursement from the petty cash fund and serves as an expenditure record for preparing a replenishment of the fund.
After securing the permission of the Business Area Petty Cash Fund Custodian to make a petty cash purchase, the individual makes the purchase and secures a receipt (cash register or other type of receipt) for the item purchased from the supplier/vendor. The individual having made the purchase submits the Receipt for Petty Cash Expended, along with the supplier/vendor receipt, to the Petty Cash Fund Custodian and in exchange receives cash. The form and receipts are held by the Petty Cash Fund Custodian until the fund is to be replenished. See Procedure FN2016 Processing Long-Term and Short-Term Advances for instructions on replenishing the petty cash funds.
This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions.
To view a printed version of these instruction, click exhibit link below:
Receipt for Petty Cash Expended Exhibit
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected. See Procedure FN2017 Use of Form Templates Appearing on the GURU Website for complete details.
If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request.
| Document: | Ultimate Distribution: | Retention Periods: | Disposition Method: |
|---|---|---|---|
| Original | Uploaded as supporting documentation to the transaction in SAP Concur | General Funds = End of fiscal year +7 years Contracts/Grants = End of contract/grant (close date) +7 years |
Paper Documents = Secure Bin disposal or shredded Electronic Document and data = delete from computer and empty computer recycle bin |
| Transitory Copy* | Upon verification of successful upload into SAP Concur | Month after payment is processed | Paper Documents = Secure Bin disposal or shredded Electronic Document and data = delete from computer and empty computer recycle bin |
* Transitory Copy - University Records that have temporary value and, as a result, may be destroyed after they are no longer needed. In no event shall be retained longer than the official copy of the University Records.
Reimbursement - Submit completed forms, with vendor receipts attached, to the petty cash fund custodian in your business area for reimbursement.
Fund Replenishment - Completed forms and vendor receipts are uploaded as supporting documentation to the expense report within SAP Concur.
For questions or additional details pertaining to the Receipt for Petty Cash Expended Form, contact your Business Area Finance Office
To request changes to the Receipt for Petty Cash Expended Form, contact the Office of Systems & Procedures by submitting a GURU Technical Support Request Form.