How To: Reimburse an Employee with Petty Cash

Who does this?  Certified Petty Cash Custodians

When?  Employees present the custodian with expense receipts authorized up to $100.

How?  Reimbursement of petty cash requires authorized, validated receipts.



Reimburse an Employee with Petty Cash (3 steps)

step 1

Employee presents original expense receipts attached to a completed Received of Petty Cash Form:

Note:  Lost original receipts require a Lost / Missing Receipt memo.
This picture is a scanned copy of the Received of Petty Cash Form.
  1. Form Number: This will be filled in by the Custodian.
  2. Date Completed: The date the form is completed, not the date of original expense receipts.
  3. Business Purpose: Provide a brief description of purpose of the expenses incurred.
  4. Persons in attendance: If the reimbursement is for a meal, list all relevant persons who were present.
  5. PTA and Expenditure type to be charged
  6. Signature of Authority: This is the signature of a person who has authority on the account being charged, NOT the person who is receiving the reimbursement or a direct or indirect report of the person receiving reimbursement.
  7. Signed Upon Cash Receipt:This is the signature of the person who is receiving the reimbursement.
step 2

Petty Cash Custodian reviews request:

  1. Ensures all required information is included.
  2. Evaluates compliance to reimbursement policy.
  3. Verifies proper authorization.
step 3

Petty Cash Custodian uses the cash in the petty cash fund to reimburse employee for exact amount of expenses shown on receipts:

  1. Enter the amount of the reimbursement on the Received of Petty Cash Form.
  2. Note 1: Reimbursement for petty cash must be the exact amount of the expense. Splitting one transaction valued over $100.00 into lesser parts is not permitted.
    Note 2: Custodian numbers the Received of Petty Cash receipt, per department numbering system (each department must create their own system for numbering receipts AND recording the numbers and receipts)
  3. Disburse cash to employee.
  4. Directs employee to sign Received of Petty Cash form, indicating monies were received.
  5. Retain Received of Petty Cash form and original receipts.
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What Happens Next?

  • When the amount of cash in the petty cash fund dips below a pre-determined level, the Petty Cash Custodian requests replenishment. See How To: Replenish Petty Cash for details on how to replenish the petty cash fund.


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