Financial Services Manual (FIN)

FIN 403 Table 3

The petty cash fund custodian:

1. completes a quick payment voucher (PVQ) in Advantage for the total amount of unreimbursed receipts, using PETTYCASH for the vendor code and 70 for the check category
2. ensures that all supporting evidence of expenditure is taped or stapled to an 8.5-by-11-inch paper and attached to the PVQ

   Note: Do not tape or staple one receipt on top of another or paperclip attachments. The department should keep copies of all receipts for future reference.

3. has the org manager or other authorized signer approve the PVQ online (the approver must be someone other than the fund custodian)
4. calculates the unspent amount of the petty cash fund to be returned by subtracting the PVQ total from the total petty cash fund balance, prepares a Petty Cash Close-Out receipt for the unspent portion of the petty cash fund, takes the cash and receipt to the cashiering office on any campus to deposit the unspent funds, and attaches a copy of the receipt to the approved PVQ

   and

5. forwards the screen print of the approved PVQ along with the supporting documents for petty cash funds to Student Business Services, Temporary SBS Building, mail code 0303.

   Note: Student Business Services will process close-outs for all campuses.

Student Business Services confirms that check category 70 has been entered on the PVQ, and forwards the PVQ screen print and supporting documents to Payables and Reimbursements.

Payables and Reimbursements verifies the contents of the reimbursement, resolves any differences with the custodian, obtains accountant approval if required, and then processes the required check request.

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