Petty Cash Reimbursement
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Finance Forms
- Employee Business Expense Advance Request (xls)
- Employee Business Expense Reimbursement (xls)
- Hospitality Expense Approval (xls)
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 (exclusive of sales tax) per purchase. Below is a list of procedures and allowable expenses for petty cash reimbursement. Feel free to stop by Customer Services or call us at 664-2308 if you have any further questions.
- Disbursement of petty cash advances is allowed (with the form and signatures).
- Invoices received for cash reimbursement must be listed on a disbursement voucher, Employee Business Expense Reimbursement; 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, and the person authorized to sign for the funds
- an appropriate chart field string.
- name of department/division/location
- transaction date
- description of item purchased
- description of item purchased
- 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.
- Allowable expenditures include:
- office supplies not available through Campus purchasing agreement
- emergency repairs
- books or operating manuals
- art supplies
- hardware
- bridge tolls/parking
- Expenses NOT allowed are:
- Purchases of food, beverages, party and kitchen supplies, gifts, office decorations, hospitality and promotional items (*); however, ingredients purchased for scientific experiments are not subject to the SSU Hospitality Policy.
- Hazardous Materials (**)
- 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)
- Refunds
(*) For more information, please review the SSU Hospitality Policy.
(**) Such as 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.