How To: Get Reimbursed via Petty Cash

Who does this?  Stanford employees

When?  An employee has used personal funds for University business purchases under $100.

How?  Request reimbursement from the department's Petty Cash Custodian



Get Reimbursed via Petty Cash (3 steps)

step 1

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

Note 1: See petty cash policy for details on valid expenses and receipts.
Note 2: Lost original receipts require a Lost / Missing Receipt memo.
Note 3: Received of Petty Cash Forms are available from the Petty Cash Custodian.
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 to:

  1. Ensure all required information is included.
  2. Evaluate compliance to reimbursement policy.
  3. Verify 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 through the following steps:

  1. Enter the amount of the reimbursement on the Received of Petty Cash Form.
  2. Note:  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.
  3. Disburse cash to employee.
  4. Direct employee to sign Received of Petty Cash form, indicating monies were received.
  5. Retain Received of Petty Cash form and original receipts.
back to top



back to top