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.