Petty cash is used to cover nominal disbursements where a purchase order or small order form is impractical.
Petty cash reimbursement to individuals may be
made via two methods: Departmental Petty Cash Fund or Cashier's Petty Cash.
| Departmental Petty Cash Fund |
| A Departmental Petty Cash Fund is used when use of the Cashier's Petty Cash Fund is inconvenient. The amount of the fund is limited to your requirements. |
 | How to Establish: |
 | A request for an advance to set up a Petty Cash Fund is made on an A-114, Recommendation for Payment Form. The request must be approved by the responsible Vice President and by the General Accounting Office. A unique asset account is established and debited to advance the petty cash funds. Upon receipt of the petty cash advance check, the responsible person must present the check to the University Cashier and sign the signature card to acknowledge receipt of the cash. The Cashier's Office will send the signature card to Internal Audit. An increase to a petty cash advance is subject to the same approval process. |
| A signature card for every petty cash fund is on file with Internal Audit. When there is a change in the responsible person, a new signature card must be completed and sent to Internal Audit. |
| The fund should be secured. At all times, the cash on hand plus receipts should equal the amount of the advance. Overages and shortages should be reported to the University Auditor. Thefts should be reported to the University Police. The fund is subject to audit at all times. |
| An original receipted bill, invoice, or sales check must be presented for reimbursement. Reimbursement will be made on an A-150, Petty Cash Reimbursement, which must be approved by the department head. Each individual receipt cannot exceed $50.00. If an individual receipt exceeds $50.00, you must use an A-114. No simultaneous transactions should be made as a means to circumvent this limitation. However, the combined total on the A-150 may be an accumulation of multiple receipts, each less than $50.00. |
| The University of Cincinnati is tax exempt. Most local business firms have a blanket tax exemption certificate on file. To avoid being taxed, an A-117, Certificate of Exemption Form, should be used. |
| The following items are prohibited from being reimbursed from petty cash funds: extended mileage, recurring short mileage, registrations, travel expenses, cash advances, loans, wages, recruitments, alcohol, gifts, replacement costs for lost or stolen personal items, and traffic violations of any kind. |
| When the petty cash needs to be replenished, batch the A-150's, including attached receipts, and prepare a master A-150 for total amount to be replenished. Use of University of Cincinnati Petty Cash Charge Distribution Sheet is optional. These documents should be taken in person (not mailed) to the Cashier's Office. The Cashier's Office will replenish the amount indicated on the A-150 in cash. Branch Campuses can be reimbursed via A-114. |
| To close out a Petty Cash Fund, a final A-114 should be submitted with receipts. The subsequent check and/or cash should be deposited via an A-151, Non-Gift (Sundry) Remittance Form. |
| The same restrictions apply for the Cashier's Petty Cash Fund as for the Departmental Petty Cash Fund. Reimbursement is made on an A-150 form, Petty Cash Reimbursement which must be approved by the department head. The A-150 form with original receipts is presented at the Cashier's window and the individual is reimbursed in cash. See "How to Reimburse from Department Fund". |
If you have questions concerning the use of this form, please call the Cashier's Office.
All "A" forms are available from Central Stores at no charge.
