UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

UC Business and Finance Bulletins
BUS-28, Property Self-Insurance Program
BUS-43, Materiel Management
BUS 49, Policy for Handling Cash and Cash Equivalents

UC Accounting Manual

C-173-61, Petty Cash Disbursements

UCI Administrative Policies & Procedures

Section 707-10, Purchasing Procedures

Contact: Cashier's Office at (949) 824-6916

A. Departmental Petty Cash Funds

1. To establish a new fund

a. Prepare a memo to the Disbursements Manager requesting establishment of a petty cash fund and specify:

• names of the individuals who will act as the custodian and the alternate
• purpose of the fund
• how the petty cash will be safeguarded
• dollar amount of the fund

b. Prepare a Check Request payable to the petty cash custodian.

c. Send the memo and the Check Request to the Accounting Office, Zot Code 1050, or deliver to 3900 Berkeley Place.

2. Disbursements of Petty Cash

a. Reimbursement of expenditures from Petty Cash Funds is limited to items approved for purchase with University funds. See Section 707-10 for a list of goods/services that cannot be purchased with University-controlled funds.

b. Persons delegated authority to approve petty cash reimbursements, may not approve disbursements to themselves.

c. Maximum of $100 (including tax) per vendor per day.

d. No reimbursement for refreshments, entertainment, conference fees, or travel (e.g, fuel, mileage, etc.).

e. Expenses eligible for reimbursement must be:

• supported by Petty Cash Slips (available from Storehouse) or a substitute form which may be used provided it contains essentially the same informtion as the Petty Cash Slip.
• approved by the individual to whom authority has been delegated
• accompanied by the original sales or cash register receipts that provide the following:

  date of purchase or payment
  name of vendor or other payee
  amount of purchase
  indicates: "Paid in Full" or "Balance due of $0.00"
  description of each item purchased
  a signature that indicates receipt of the goods or services

  Adding machine tapes or handwritten receipts are acceptable when the above data are stated on the tape and signed by a sales representative.

f. Petty cash reimbursements not meeting the above criteria may be denied.

3. Replenishment

a. When a petty cash fund approaches depletion, tape the accumulated Petty Cash Slips and receipts to 8.5" X 11" paper.

b. Prepare a Check Request payable to the petty cash custodian for the sum of the accumulated disbursements.

c. Send the approved Check Request and supporting documentation to the Accounting Office, Zot Code 1050, or deliver to 3900 Berkeley Place.

B. General Petty Cash Fund

C. Responsibilities

1. Custodian

a. Assumes personal responsibility for the cash in the fund.
b. Maintains physical security of the fund (i.e., in a locked container or safe in a secured area).
c. Ensures that the sum of cash plus accumulated receipts equals the fund balance.

2. Department/Unit Head/Designated Approver

a. Establishes departmental procedures for use of petty cash.
b. Exercises prudent judgement and ensures compliance with policy and procedures.
c. Approves disbursements of petty cash and replenishments.


3. Accounting Office

a. Reviews expenses for compliance with policy and procedures.
b. Determines whether reimbursement will be approved.
c. Issues initial and replenishment payments to petty cash custodians.


4. Central Cashier

a. Provides petty cash reimbursements.
b. Reviews expenses for compliance with policy and procedures.
c. Determines whether reimbursement will be approved.
d. Cashes initial and replenishment checks for departmental petty cash custodians.