Petty Cash
Finance Forms
- Employee Business Expense Advance Request (xls)
- Employee Business Expense Reimbursement (xls)
- Hospitality Expense Approval (xls)
Reimbursement
Individuals seeking reimbursement for small departmental expenditures may do so at Customer Services. Such expenditures are for occasional purchases of low value goods such as office supplies, books, art supplies, hardware, etc. Such purchases are not to exceed $50 per purchase (exclusive of sales tax). A list of procedures and allowable expenses follows for petty cash reimbursement. Feel free to stop by Customer Services or call us at (707) 664-2308 if you have any further questions.
- Disbursement of petty cash advances is allowed using the Employee Business Expense Reimbursement (xls) form when filled out with proper signatures
- Invoices received for cash reimbursement must be listed on a disbursement
voucher, using the Employee Business Expense Reimbursement (xls) form. A separate form must be provided for each vendor. A copy of the disbursement voucher may be obtained from Customer or Financial Services. Each submitted disbursement voucher for petty cash requires:
- Two signatures:
- the person requesting the funds
- the person authorized to sign for the funds
- An appropriate chart field string
- Name of department/division/location
- The transaction date
- The description of item purchased
- The description of item purchased
- All applicable receipt(s) — All expenditures from the petty cash fund must be documented by a receipt showing the date, name of vendor, item(s) purchased, unit price, total cost, positive evidence that payment was made (i.e., cash register receipt or manual receipt marked "paid"), and the signature of the purchaser indicating receipt of goods. The disbursement voucher is to be prepared in duplicate; the original is to be provided to Customer Services, and a copy is to be retained by the department.
- Two signatures:
Allowable Expenditures
- Office supplies not available through Campus purchasing agreement
- Emergency repairs
- Books or operating manuals
- Art supplies
- Hardware
- Bridge tolls/parking
Expenses NOT Allowed
- Purchases of food, beverages, party and kitchen supplies, gifts, office decorations, hospitality and promotional items. However, ingredients purchased for scientific experiments are allowed.
- Hazardous Materials; e.g. antifreeze, motor oil, oil filters, gasoline; waxes and polishes, auto batteries, engine cleaners, brake fluid; paints, paint thinner, wood preservatives and finishes; glues and adhesives, solvents, photo chemicals; weed killers, pesticides, medications and syringes.
- Modeling/consulting or outside service fees
- Personal expenditures and obligations (such as traffic, parking citations, LDW)
- Travel expenditures (with the exception of bridge tolls or parking fees)
- Refund
Please review the SSU Hospitality Policy regarding purchases for scientific experiments and promotional items.