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:

Notes:
  1. See petty cash policy for details on valid expenses and receipts.
  2. Received of Petty Cash Forms are available from the Petty Cash Custodian.

Click the numbers on the form to see the details: (Expand / Collapse All )

This picture is a scanned copy of the Received of Petty Cash Form. image of the Received of Petty Cash form - click to show instructions for the field marked 1: Form Number image of the Received of Petty Cash form - click to show instructions for the field marked 2: Date Completed image of the Received of Petty Cash form - click to show instructions for the field marked 3: Business Purpose image of the Received of Petty Cash form - click to show instructions for the field marked 4: Persons in Attendance image of the Received of Petty Cash form - click to show instructions for the field marked 5: PTA and Expenditure Type to be charged image of the Received of Petty Cash form - click to show instructions for the field marked 6: Signature of Authority image of the Received of Petty Cash form - click to show instructions for the field marked 7: Signed Upon Cash Receipt

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.
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Questions?

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