Petty Cash Check Request Procedures
General Purpose of Petty Cash Revolving Fund
The Petty Cash revolving fund is designed to simplify the purchasing and payment process when departmental and/or event activity requires the acquisition of small dollar value items.
Expenditure Ceiling
Purchases may not exceed $250 per individual item exclusive of sales tax or handling fees.
Petty Cash Request Form
This document must be completed for each request:
http://www.tacoma.washington.edu/cashier/documents/Petty_Cash_Check_Request_Form.pdf
More than one item can be included as long as the total does not exceed the $250 threshold and the payment is being made to the same vendor or the reimbursement is being made to the same employee.
Both requestor and budget-authorized signatures must be included.
Petty Cash Check Request Form Completion Procedures
Petty Cash Check Request forms should be completed by the requester and signed by both the requester and the budget authorized employee.
REQUESTER and BUDGET AUTHORIZED signatures must be two different people
Pertinent information to be included on the form:
· Description of item purchased: business purpose and dollar amount of request. If the check request is for an event, a list of all invitees must be included.
· Department name and budget number to charge for the expenses. One request may be split between multiple budget codes.
· Indicate where the payment should be sent: vendor or employee (include box #). If payment is to be mailed directly to a vendor include an addressed envelope and a copy of the invoice. Any documentation that needs to be mailed with the check should be placed in the envelope by the requester.
· Attach original documents such as original itemized receipts, invoices, registration forms etc.
· Include a completed perjury statement if original documents are not included. If any documentation contains a credit card number it should be blacked out.
· Send the original copies of the Petty Cash Request form and required back-up documentation to the Cashier’s Office at UW Tacoma Campus Box # 358433.
There is approximately a two – four week processing period from the time that a properly completed Petty Cash Check Request is received by the Cashier’s Office and the date the check is issued.
If, for emergency purposes, a check needs to be issued sooner a written request explaining the nature of the emergency must accompany the Petty Cash Request.
Tips for Preparing Your Request
Please help us & the UW Revolving Fund Department by:
· Taping all receipts that are smaller than 8.5" by 5.5" to an 8.5" by 11" sheet of paper, making sure that all the corners are taped down. Do not tape receipts to the rear of the page.
· Making sure all documents are not longer than 8.5" by 11" by cutting the top or bottom, whichever does not have pertinent information.
· Making sure there is no information on the back of the page. If a document is two sided, make a copy of 1 side, include the original two sided document, but cross out the side that was copied.
· Most important, do not use any staples.
Perjury Statement
This document must be completed and submitted with the Petty Cash Check Request form in case of, but not limited to the following instances:
· The original invoice/receipt has been lost or a photocopy is submitted
· The receipt does not contain a business name or logo
· A facsimile is submitted
· A “duplicate or reprint” receipt copy is provided
· The receipt/invoice is not itemized
· Receipt/invoice doesn’t show a zero balance
The official UW Tacoma perjury statement can be found on-line at:
http://www.tacoma.washington.edu/cashier/petty_cash/
Required Documentation
Receipts
Original itemized receipts are required. A receipt should include the following information:
· Date
· Place
· Vendor Name
· Amount
· Description of items purchased
A perjury statement may be used if an original receipt is not available.
Credit Card Purchases
Original itemized receipts are required for items purchased with a credit card. Credit card statements alone are not an acceptable substitute for a receipt. However, a credit card statement paired with a paid invoice which reflects a zero balance is acceptable. A perjury statement may be used if the above-referenced documentation is not available.
Internet or mail purchases
This can include items such as conference fees, subscriptions, licenses, etc. Include two pieces of documentation. One that shows what was purchased; this can be an invoice or confirmation email. The other must show proof of purchase, this can include a receipt or a copy of a credit card statement (if used please BLACK OUT THE CARD #). If one or both of these requirements cannot be met a perjury statement should be submitted.
Invoices
An invoice by itself is not sufficient. It needs to be paired with an itemized payment receipt or a perjury statement.
Invoices – Paid Invoice
An original copy of a paid invoice that reflects both payment and a zero balance is an acceptable substitute for an itemized payment receipt.
Lost, unavailable or incomplete receipts
The purchaser may complete a perjury statement and have it signed off by an administrator.
Partial reimbursements
If only a portion of the receipt is being reimbursed, highlight the reimbursable items. Calculate and note the amount of sales tax reimbursed. The Department of Revenue’s Sales Tax Calculator is an excellent means of accurately doing so:
http://dor.wa.gov/content/FindTaxesandRates/SalesAndUseTaxRates/LookUpATaxRate/
What Can & Cannot be Reimbursed
Purchases should be purchased or consumed while in the state of Washington and must be for the benefit of the university.
Personal or decorative items such as picture frames, drapes, desk sets, briefcases and watches can only be purchased on a discretionary budget.
Acceptable payments
· The purchase of a product
· Services purchased from Corporations (Corp.), Government entities, Non-profit (501) entities and vendors which are incorporated (Inc.).
· Payments to research subjects with the exception of Foreign Nationals.
Purchases which cannot be made on the revolving fund
· Travel, this would include mileage, parking, taxis, tolls, ferries and per diems. In general, travel expenses cannot be reimbursed through the revolving fund and should be paid by Travel.
· Services from individuals, LLCs or Partnerships. Some examples would include consulting, interpreters, catering, repairs, photography, and independent contractors
· Payments to attorneys and lawyers
· Honorarium and stipends
· Rent
· Payments to Foreign Nationals, including payments for visas
· Payments for healthcare provided to an individual (unless this is reported as a research subject)
· Personal choice, convenience or decorative items.
· Food or beverages (alcoholic or non-alcoholic) and related items (e.g., banquet permits, glasses, paper cups and plates, mixers, ice) unless the budget is on the list of budgets approved for such purchases (discretionary budget) for campus events. Please see the section below on campus event Petty Cash request procedures.
· Personal services or honorariums (excludes research subjects)
· Services rendered by university employees
· Items on a state of Washington contract (e.g., rubber stamps, printing in excess of $200, furniture)
Disbursements
Disbursements may be made directly to a vendor or subject, or to reimburse an individual who has made purchases from personal funds and has proper receipts to substantiate the purchase(s).
General Guidelines for Campus Event Requests
· The department’s designated Event Coordinator completes the Petty Cash Request Form taking care to include the name and date of the event on the form accompanied by a list of those invited or noting the maximum number anticipated. If a food form is required please obtain approval & submit it with the request. The check will be made payable to the Event Coordinator. Both the requester and budget authorization signature lines must be signed before a check can be issued.
· The department forwards Petty Cash Request Form & all supporting documentation to the Cashier’s Office at Campus Box # 358433. NOTE: The Cashier’s Office must receive the Petty Cash request two (2) weeks prior to the event shopping date.
· The Cashier’s Office contacts the Event Coordinator when the check is ready to be picked up. The Event Coordinator will be given the check along with a large envelope that has a copy of the original Petty Cash Check Request form attached. The envelope should be used to hold all receipts and change.
· The Event Coordinator does shopping for the event, verifies that all receipts and change (if any) totals the amount of the check & makes copies of the receipts for their records before submitting everything to the Cashier’s Office.
· If additional purchasing is required for the event, an additional Petty Cash Request Form must be completed by the department with the new dollar amount. The petty cash check request form is forwarded to the Finance Department and the process starts all over.
Revised 12/09