XIV. Petty Cash

a. Petty Cash Reimbursement Form

Description of Use:

  • Used to reimburse UNM employees for non-travel related expenses spent on behalf of the University.
  • Petty Cash may be used for departmental purchases of $100 or less per day, per vendor.

Prohibited Uses of Petty Cash:

  • Petty Cash may not be used for personal advances, loans, IOU’s, cashing checks or salary payments.
  • Petty Cash may not be used for payments for outside services, purchases from campus departments or payments directly to off campus vendors.
  • Petty Cash may not be used to reimburse travel expenses or any unallowable expenditure.
  • Reimbursements may not be claimed more than once for the same purchase – by signing the receipt, the person being reimbursed certifies that he/she has not received prior reimbursement.

b. Required Information:

  • Reimbursements require original invoices.
  • The University will not reimburse sales tax paid. It is the responsibility of the employee to notify the vendor of the University's tax-exempt status for the purchase of tangible goods at the point of purchase.
  • Request for reimbursement should be processed no more than ten (10) days after the date of purchase.  Invoices more than six (6) months old will not be reimbursed.
  • Reimbursement for entertainment of non-UNM employees requires a list of names of each person entertained on the Petty Cash Receipt form.
  • Reimbursements to faculty must be approved by the Department Chair or Dean.
  • Reimbursements which exceed $100, but are less than $1,000, are reimbursed using the Direct Pay Request Form.
  • The Petty Cash form can be found at:  http://ua.unm.edu/docs/petty-cash-rembursement.xls.

c. Documentation & Routing

Documentation

  • Original paid signed receipts are required to document expenditures for which reimbursement is being requested.
  • The department must tape these original signed receipts to an 8 1/2 X 11 sheet of paper so that they are easily filed and maintained with the petty cash form.

Routing

  • All copies of the petty cash form with paid signed receipts attached are hand carried to the appropriate central accounting office.
  • The central accounting office will stamp the form with a control number, approve for payment, and remove and retain accounting copy and the original paid receipts.
  • The remaining two (2) copies are carried to the Cashiers window.
  • Cashier will require the initials of the department representative on the petty cash form and a signature on the cashiers receipts for cash dispersed. Cashier will keep the white copy.
  • Cash and department copy will be given to the department representative.