Receipting in, reimbursements and replenishing petty cash
All cash receipting, cash reimbursements and replenishment/establishment of petty cash funds for current operating accounts takes place in the Cashiers/Student Accounts Office (Mem 233). This office is open from 9:00 am to 4:30 pm daily.
Receipting in Money:
When you receipt in cash, you will need to give the cashier’s office the account into which the money will be deposited and a short description of the purpose for the deposit. The account you receipt into depends on the purpose or reason for the deposit. If you are collecting fees for an account that depends solely on those fees for income (ie scrambles), you would deposit the money into an income object code (ie 4990: Other Revenue). If you are depositing funds to reimburse an account for a personal FAX charge made by an employee, you would deposit the money into the same account that the expense was originally charged to (ie 5600: Communications). If you are depositing funds that are a reimbursement from a company for an overpayment or a credit on your account, again you would deposit the money into the original expense account. The last two examples are not considered true income. They are simply a net zero transaction.
If an employee or student incurs a business related expense of $100.00 or less, they can pick up a cash reimbursement instead of receiving a check. This does not apply to travel advances, they always have to be in the form of a check for reconciliation purposes. When you request a cash reimbursement, you need to fill out a vendor payment form or a travel and entertainment form and attach all receipts to the form with all appropriate signatures. Take the form to the cashier’s office and make sure all account numbers appear on the form along with the name of the person being reimbursed.
Petty cash funds are established and closed per fiscal year. To establish a petty cash fund you will first need to check and see if you have a petty cash account set up in Datatel (object code 6299). Next you need to fill out a vendor payment form with your office name along with the words “Petty Cash” in the payee box. Take the form to the cashier’s office and make sure the account number and appropriate signatures are on the form. Normally you would establish this fund in July of the current fiscal year. To replenish petty cash funds during the year, fill out a vendor payment form with the account number that relates to the expense (ie 5300: Supplies) and appropriate signatures and take the form to the cashier’s office. To close your petty cash fund at the end of the fiscal year (usually no later than June 28 of that fiscal year) you simply bring all the cash to the cashier’s office and deposit the money back into your petty cash expense account (6299). The Business Office’s goal in offering a purchasing card is to eliminate the need for petty cash funds on campus. We realize that this card won’t cover all circumstances, but we’re hoping you’ll find it easier than keeping track of petty cash funds.
If you have any questions regarding cash transactions please call Kathy Yeager (5130) or Judy Arbanas (5143).