零用现金 and Change Funds

零用现金 and Change Funds are intended for the reimbursement of small dollar university business related expenses when cash is the most cost efficient method of payment.

Purchases may not exceed $50 per transaction exclusive of sales tax, with any 一个 一天内的供应商.  Splitting transactions is not allowed.

• Establishing a Department 零用现金 or Change Fund

  • The Bursar's Office maintains a petty cash fund that is used for department petty 现金需求. 菠菜网lol正规平台 discourages the establishment of new petty cash or change funds.

    1. 填妥及递交 Application for 零用现金 or Change Fund [pdf] (pdf).
    2. Once we approve the application, we will issue a check to the custodian(s).
    3. The custodian(s) must come to the Finance and 业务 Services Office at SOMA 470 to pickup and sign for the check.
• Department Responsibilities

  • Before you spend any cash, first check to make sure your product(s) are eligible for 这个过程. 要这样做，请参阅 采购付款指引.

    If your Department has a 零用现金 Box

    1. Contact your department petty cash custodian to obtain enough cash to cover your purchase.
    2. 去 the store and buy the product(s).
    3. Save the original receipt for your department petty cash custodian.
    4. If the purchase was hospitality related, complete the Hospitality Expense Justification [pdf] form.
    5. Give your original receipt and any change to your petty cash custodian.

     

    If your Department doesn't have a 零用现金 Box

    • 去 the store and buy the product(s).Save the original receipt.
    • 完成 零用现金[pdf] form. Provide a description of the product(s) and the total dollar amount.
    • If the purchase was hospitality related, also complete the Hospitality Expense Justification [pdf] form.
    • Take the 零用现金 form and your original receipt to the Cashier at Window #1 in the Student Services Center.
    • The Cashier will pay you the cash amount requested (up to $50 plus tax).
• Custodian Responsibilities
  • 1. Keep a log of all purchases.
    2. Keep all original receipts.
    3. Replenish your cash via the Employee/Student Reimbursement 过程.
• 审计准备

  • 会计服务 must count the cash in your fund periodically. 的频率 the count may be monthly, quarterly or annually, depending on the fund amount.

    1. Organize your cash on-hand, expenditure receipts and/or replenishment requests so they are available for inspection.
    2. Make sure your cash and paperwork match the authorized amount of the fund.
    3. When we complete the count, the custodian will be asked to sign an audit form.
• Replenishing Your 零用现金 or Change Funds
  •  Replenish your cash via the Employee/Student Reimbursement 过程.
• Changing a Department Fund Custodian

  • In the event your department needs to change the designated fund custodian, please:

    1. 填妥及递交 Application for 零用现金 or Change Fund [pdf].
    2. Keep a copy of the form and send the original to 会计服务, extended zip 0042.
• Closing a Department 零用现金 or Change Fund
  • 1. Notify us to schedule a final count.
    2. 填妥及递交 Application for 零用现金 or Change Fund [pdf].
    3. Keep a copy of the form and send the original to 会计服务, extended zip 0042.
    4. Bring the full amount of the fund to 收银员服务 1号窗口办理存款.