Petty Cash

Petty Cash Fund is a cash advance made to a full-time University employee for the purpose of conveniently making small purchases of goods and services in accordance with University policy and procedures.  Petty cash funds are requested through the submission of an eCheck in UMeNet.

Policy
- Petty Cash eCheck Instructions

-  Opening a Petty Cash Fund Account
To establish a new Petty Cash fund, an eCheck will need to be submitted in the name of the custodian, charging the petty cash receivables account 011121-1131.
The request must be accompanied by the following completed forms:
    - Petty Cash Deduction Authorization Form
    - Petty Cash Fund Form
    - Petty Cash Profile Form
    - Petty Cash Research Participant Payment Questionnaire

-  Replenishing Petty Cash Funds
Submit an eCheck for petty cash replenishment.
    - Excel Spreadsheet for Research Participant Payment
    - W9

-Transfering a Petty Cash Fund
The new custodian must send Disbursements the Transfer of Petty Cash Fund Memorandum along with forms required under Opening a Petty Cash Fund Account.
 
    - Petty Cash Transfer Memorandum
    - Petty Cash Deduction Authorization Form
    - Petty Cash Fund Form
    - Petty Cash Profile Form
    - Petty Cash Research Participant Payment Questionnaire

-  Closing a Petty Cash Fund
To close the fund, you will need to:
1.    Complete and submit an Interdepartmental Requisition (IDR) for the receipts on hand. Include the custodian’s name in the description.
2.    Deposit any remaining cash on hand to petty cash account 011121-1131 at the Cashier’s Office in the Ashe Bldg. on the CG campus or
use the Brinks bag system if you are on the medical campus. Include the custodian’s name in the deposit description.

The IDR plus any cash deposit must total the petty cash fund amount.
Send the IDR with the receipts attached, and the Cash Deposit Receipt to the Disbursements Office:
Disbursements, attn. Petty Cash Manager
Gables One Tower, Suite 400
Locator code: 2942
Coral Gables Campus