Petty Cash

ESTABLISH A NEW PETTY CASH/CHANGE FUND

  1. Submit request on department letterhead (BPPM 2:120)
    1. Petty Cash Request Form
    2. Obtain approval from
      1. Administrative Superior of Custodian
      2. Division Fiscal Officer
    3. Deliver request to Accounting Services Petty Cash Coordinator for approval
  2. Establish PC Custodian Vendor if one is not already established
  3. Prepare a Non-PO Voucher
    1. PC Custodian must sign in the Vendor Signature Box, as they are the vendor
    2. PS Account 112000
    3. MOCODE
      1. General Petty Cash: CZ426 (0000, C1105037, C8702)
      2. Bookstore: DAP53 (0000, C1105037, C8831)
      3. Athletics: CS828 (0000, C1105037, C8755)
    4. Comments:
      1. Identify the fund name
      2. HOLD CHECK
      3. Identify the denominations needed
    5. Authorization should be obtained from either the
      1. Administrative Superior of Custodian
      2. Division Fiscal Officer
    6. Deliver Non-PO Voucher to Accounting Services Petty Cash Coordinator for approval
  4. Once approved, you will receive notification from Accounting Services Petty Cash Coordinator. Checks processed during the AP Check Cycle will be available the next day in Accounting Services 325 Jesse Hall after 3pm and can be cashed at the Cashiers Office located in 15 Jesse Hall.

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TEMPORARY CHANGE FUNDS

  1. Submit request on department letterhead (BPPM 2:120)
    1. Petty Cash Request Form
    2. Obtain approval from
      1. Administrative Superior of Custodian
      2. Division Fiscal Officer
    3. Deliver request to Accounting Services Petty Cash Coordinator for approval
    4. Please note the frequency of the change fund
      1. Ex: Annually, Every Semester, Quarterly, etc.
  2. Prepare a Non-PO Voucher
    1. PC Custodian must sign in the Vendor Signature Box, as they are the vendor
    2. PS Account 112000
    3. MOCODE
      1. General Petty Cash: CZ426 (0000, C1105037, C8702)
      2. Bookstore: DAP53 (0000, C1105037, C8831)
      3. Athletics: CS828 (0000, C1105037, C8755)
    4. Comments:
      1. Identify the fund name
      2. HOLD CHECK
      3. Identify the denominations needed
    5. Authorization should be obtained from either the
      1. Administrative Superior of Custodian
      2. Division Fiscal Officer
    6. Deliver Non-PO Voucher to Accounting Services Petty Cash Coordinator for approval
  3. Once approved, you will receive notification from Accounting Services Petty Cash Coordinator. Checks processed during the AP Check Cycle will be available the next day in Accounting Services 325 Jesse Hall after 3pm and can be cashed at the Cashiers Office located in 15 Jesse Hall.

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INCREASE TO PETTY CASH/CHANGE FUND

  1. Prepare a Non-PO Voucher
    1. PC Custodian must sign in the Vendor Signature Box, as they are the vendor
    2. PS Account 112000
    3. MOCODE
      1. General Petty Cash: CZ426 (0000, C1105037, C8702)
      2. Bookstore: DAP53 (0000, C1105037, C8831)
      3. Athletics: CS828 (0000, C1105037, C8755)
    4. Comments:
      1. Identify the fund name
      2. Identify reason for increase to fund
      3. Identify dates for which increased funds are needed
      4. HOLD CHECK
      5. Identify the denominations needed
    5. Authorization should be obtained from either the
      1. Administrative Superior of Custodian
      2. Division Fiscal Officer
    6. Deliver Non-PO Voucher to Accounting Services Petty Cash Coordinator for approval
  2. Once approved, you will receive notification from Accounting Services Petty Cash Coordinator. Checks processed during the AP Check Cycle will be available the next day in Accounting Services 325 Jesse Hall after 3pm and can be cashed at the Cashiers Office located in 15 Jesse Hall.

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REPLENISH PETTY CASH FUND

  1. Prepare a Non-PO Voucher
    1. PC Custodian must sign in the Vendor Signature Box, as they are the vendor
    2. PS Account
      1. Expense account applicable based on how petty cash was used
    3. MOCODE
      1. Department MOCODE
    4. Comments:
      1. Identify the fund name
      2. HOLD CHECK
    5. Authorization should be obtained from either the
      1. Administrative Superior of Custodian
      2. Division Fiscal Officer
    6. Deliver Non-PO Voucher to Accounting Services Petty Cash Coordinator for approval
  2. Once approved, you will receive notification from Accounting Services Petty Cash Coordinator. Checks processed during the AP Check Cycle will be available the next day in Accounting Services 325 Jesse Hall after 3pm and can be cashed at the Cashiers Office located in 15 Jesse Hall.

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RETURN A PETTY CASH/CHANGE FUND

  1. Prepare a CRR
    1. PS account 112000
  2. MOCODE
    1. General Petty Cash: CZ426 (0000, C1105037, C8702)
    2. Bookstore: DAP53 (0000, C1105037, C8831)
    3. Athletics: CS828 (0000, C1105037, C8755)
  3. Submit CRR and cash to the Cashiers Office
    1. Cashiers is located in 15 Jesse Hall
  4. Email Petty Cash Coordinator regarding CRR number

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ESTABLISH PC CUSTODIAN VENDOR

  1. Request PC Custodian vendor ID using the PS Vendor Request Form
    1. If you have access, form can be found on the PS WebApps Menu or the PS Production UM Applications/UM Vendor menu
    2. The Vendor ID should have the following information
      1. Vendor Name: Last, First Name PC Custodian
      2. Address/City/State/Zip: Campus Office of PC Custodian
      3. Comments: Name of Petty Cash Fund
      4. Check: Check mark this box to receive a paper check
      5. DO NOT INDICATE THAT THIS IS AN EXSITING VENDOR
      6. DO NOT INCLUDE EMPLOYEE SOCIAL SECURITY NUMBER OR EMPLOYEE ID

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ESTABLISH/TRANSFER OF PC CUSTODIANSHIP

  1. Submit a request on department letterhead (BPPM 2:120)
    1. Transfer of Custodianship
    2. Obtain approval from
      1. Administrative Superior
      2. Division Fiscal Officer
    3. Deliver request to Accounting Services Petty Cash Coordinator