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.

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.

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.