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Reimburse an Employee with Petty Cash

Petty cash custodians may reimburse Stanford employees up to $100 for out-of-pocket expenditures when they provide original, authorized and validated sales receipts and submit a completed Received of Petty Cash Form.

Reimburse an Employee with Petty Cash

Custodians distributing petty cash funds must understand and abide by the Petty Cash Fund Policy.

  1. Upon receiving a request for reimbursement, ask the employee to provide the original sales receipt(s)
  2. Provide the employee with the Received of Petty Cash Form. 

    The following information must be completed on the form: 

    • Receipt No: Completed by the custodian
    • Date: Date the form is completed
    • Description of Item(s) Purchased and Amount
    • Requested By: Person who incurred expense(s)
    • Business Purpose: Description of how the expenditure benefits the university
    • Department: Custodian’s department
    • Charge to Project: PTA and Expenditure Type of Account being charged
    • Cash Received By: Print name, sign and provide office phone number
    • Authorized Approver: Print name, sign and provide office phone number

  1. Verify all required information on the Received of Petty Cash Form is complete
  2. Review original expenditure receipts attached to the completed Received of Petty Cash Form provided by the employee to verify the exact amount to reimburse

    If a receipt is not available, petty cash cannot be used to reimburse the expense. Refer to Policy: Petty Cash Fund.

  3. Verify proper authorization is provided on the Received of Petty Cash Form
  4. Evaluate the request to ensure it complies with the Petty Cash Fund policy
     

  1. Enter the amount of the reimbursement on the Received of Petty Cash Form based on the exact amount of expenditures indicated on the original receipt(s) attached
    Note: Transactions exceeding $100 should not be reimbursed with petty cash nor split into multiple transactions.
  2. Number the Received of Petty Cash receipt per your department numbering system 
  3. Disburse cash to the employee from the petty cash lockbox in the amount of the reimbursement indicated on the Received of Petty Cash Form
  4. Ask the employee to sign the Received of Petty Cash Form, indicating that they received the fund
  5. Retain the Received of Petty Cash Form and original expenditure receipts for department records
What Happens Next?
Last Updated: Jun 26, 2020
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