After the petty cash fund is created and funded, the certified petty cash custodian establishes a system to safeguard the fund and to file and record expense documentation.

The custodian receives the check from Payment Services through ID Mail.

  1. Download Received of Petty Cash Form or order printed slips via Amazon Business
  2. Purchase a lockbox at the Stanford Bookstore or through Amazon Business
  1. Cash the check from Payment Services at a bank 
    You can use the Petty Cash Bank Replenishment Form to instruct the bank of the denominations you would like for the cash by either faxing it or bringing it to the bank
  2. Place petty cash funds in the lockbox
  3. Store the lockbox in a locked desk or cabinet
     
  1. Create a filing and recording system for petty cash transactions in your department
  2. Log reimbursements made to employees in the system
  3. Retain all documentation in event of an audit from the Office of the Treasurer
     
What Happens Next?
  • The custodian remains accountable for the petty cash fund until the fund closes or a new custodian is designated and certified.

The requested fund amount should already be deposited to the bank checking account. The custodian will receive a checkbook from the bank.

  1. Download Received of Petty Cash Form or order printed slips via Amazon Business
  2. Purchase a lockbox at the Stanford Bookstore, or through Amazon Business
  3. Store the checkbook and any associated materials in the lockbox
  4. Secure the lockbox in a locked drawer or cabinet
  1. Create a filing and recording system for petty cash transactions in your department
  2. Log reimbursements made to employees in the system
  3. Retain all documentation in event of an audit from the Office of the Treasurer
     
  1. Reconcile monthly using the Petty Cash Checking Account Reconciliation Form (refer to How to: Reconcile a Petty Cash Fund)
  2. Obtain a copy of the monthly bank statement
  3. Submit a Support Request to the Office of the Treasurer with the completed Petty Cash Reconciliation Form and a copy of the monthly bank statement 
What Happens Next?
  • The petty cash custodian remains responsible for the petty cash checking account until the fund closes or a new custodian is designated.

Questions?

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