FIN 403 Table
The petty cash fund custodian:
- 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
- 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.
- has the org manager or other authorized signer approve the PVQ
online (the approver must be someone other than the fund
- 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
- 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
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