Petty cash custodians may need to replenish the petty cash fund to its original amount when the petty cash on hand is low, which is typically discovered when reconciling or closing the fund.

  1. Enter ofweb.stanford.edu in the browser
  2. Click Login
  3. As prompted, log in using SUNet ID and password
  1. Select SU Expense Requests
  1. Select Replenishment under Petty Cash in the Create New Transaction column
  1. Select the Petty Cash Fund in the Payee field
    Payee Address and Payment Method automatically populate.
  2. If Rush Processing is required:
    • Select Yes from the drop-down menu
    • Select Delivery Option
  3. Enter Business Purpose for the request
    Default is Petty Cash Replenishment. In most cases, this description is sufficient.
  4. Edit the Business Purpose as desired
  5. Enter the Payment Memo to appear on the check or transaction notification (optional), or select the Copy Business Purpose checkbox to copy the Business Purpose as the Payment Memo
    Only the first 80 characters will appear on the check.
  6. Select Next

Use the Petty Cash Upload Template to enter transaction lines to upload to the Expense Requests system.

Upload Expense Lines
  1. Select Browse in the Upload section
  2. Select file to upload
  3. Select Upload Expense Lines to populate transaction lines
  4. Select Next
    Excel file must be saved in .csv format.
Manually Enter Expense Lines
  1. Select Add Line to display transaction entry fields
  2. Enter Receipt Number from sales receipt
  3. Enter Date of expense (format as 15-JAN-2021)
  4. Enter Amount of expense
  5. Enter name of Payee
  6. Select the Expense Type from the list that best classifies the transaction
  7. If no documentation will be submitted, select Missing Documentation checkbox and provide an explanation in Remarks field
  8. Repeat for each additional transaction
  9. Select Next

On the Allocations and Approvers screen, designate Project, Task, Award and Expenditure (PTAE) using any combination of the following options.

Note: If transaction information was uploaded from a .csv file, the fields may be pre-populated.

Manually Enter PTAs
  1. Enter Project, Task and Award (PTA) information for each line
  2. Select Expenditure Type for each line 
    A commonly used expenditure type may pre-populate. If the field is blank, select one from the drop-down list.
Apply My Allocations Preferences
  1. Select the radio button for one, multiple or all expense lines
  2. Select one of the pre-set expense allocations from My Allocation drop-down list
    Refer to How to: Set Up Expense Requests Preferences and PTAE Allocation Preferences.
  3. Select Apply
  4. Verify that the desired Expenditure Type has been applied to each expense line before submitting the transaction – correct as needed using the drop-down list
    View Allocation Preferences Demo
Update/Split Allocations

To enter a new PTA (not in My Allocations) or to enter a split PTA allocation and allocate to one, multiple or all expense lines:

  1. Select the radio button for expense lines to be allocated
  2. Select Update Allocation
  3. Select an Allocation Method
    • Mass Allocation or Single PTA
    • Equal Split
    • Amount Split
    • Percentage Split
  4. Select the + sign on the table to add a new row for each PTA for a split allocation
  5. Enter Project, Task and Award information 
  6. Enter Amount or Percentage of split for each PTA, if necessary
  7. Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional)
    You can save this allocation in your My Allocation Preferences for use again.
    • Select Add Allocation Set to My Allocations checkbox
    • Enter the Allocation Name
  8. Select Apply
  9. Select Expenditure Type for each line 

On Allocations and Approvers screen, designate approver(s) using any combination of the following options.

Apply My Approvers Preferences
  1. Select one of the pre-set approvers from My Approvers drop-down list
  2. Select Apply
  3. Enter the approval sequence or send in parallel (enter 1,2,3 for sequence; assign all approvers “1” for in-parallel routing)
  4. Enter Notes to each approver (if needed)
  5. Select Next when the Approver Routing List is complete

Notes:

  • FYI Recipients do not approve the Expense Report.
  • If you delete an approver by mistake, select Populate/Refresh to return to the original default approver.
  • If you feel an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 
Populate Default Approver(s)
  1. To add default PTA approver(s), select Populate/Refresh
    Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs. If you have allocated to more than one PTA, there could be more than one approver showing in the approver routing list.
  2. Enter the approval sequence or send in parallel (enter 1,2,3 for sequence; assign all approvers “1” for in parallel routing)
  3. Enter Notes to each approver (if needed)
  4. Select Next when the Approver Routing List is complete

Notes:

  • FYI Recipients do not approve the expense report
  • If you delete an approver by mistake, select Populate/Refresh to return to original default approver.
  • If you feel an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated. 
Manually Add Approver(s)/FYI Recipient(s)/Pre-Approvers
  1. Select the + sign on table to add an approver
  2. Select the magnifying glass icon
  3. Enter the approver’s name (Last name, First name)
  4. Select Go
  5. Select Quick Select icon next to approver’s name
  6. Select Approver, FYI, or Pre-Approver from Approver/FYI drop-down list
  7. Enter the Approval Sequence number (enter 1, 2, 3 etc. for sequence; assign all approvers “1” for in parallel routing, assign Pre-Approvers 1).
  8. Enter Notes to each approver (if needed)
  9. Select Next when the Approver Routing List is complete

Notes:

  • FYI Recipients and Pre-Approvers do not approve the expense report, but will receive notifications regarding the transaction.
  • If you delete a required approver by mistake, select Populate/Refresh to return to original default approver. There must be a “Yes” displaying in the default approver column for at least one approver per PTA.
  • If you feel an approver is incorrect for a PTA, please have that approver submit a Support Request to have the authority updated.

 

  1. In the spaces provided, enter the counts for all bills and value of all cash on hand
  2. Enter outstanding amounts for receipts not yet submitted, outstanding replenishment requests and/or uncashed replenishment checks Outstanding items should only reflect specific dollar amounts for items you are aware of, and should not be used to account for shortage. 
  3. In the Summary section, verify that the fund balances 1. Difference field should be zero.
    2. If the fund does not balance, an Explanation for Difference field appears where you must provide a reason for the overage or shortage.
    3. Contact the Financial Support Center for assistance.
  4. Select Next when reconciliation is complete
  1. Review the transaction carefully for completeness, accuracy and policy compliance. Refer to the tabs marked Expense Lines, Expense Allocations, Approvers and Approval Notes for additional information
    Use the Back button, if necessary, to return to previous pages for corrections.
  2. Attach all receipts and supporting documentation (Received of Petty Cash Form) by selecting Attach View Receipts or Attach for a specific expense line
  3. Select Submit to submit the transaction once all receipts and supporting documents have been attached

Electronic files of required documentation should be saved onto your computer hard drive.

  1. Select Attach/View Receipts
  2. Upload electronic files of required documentation:
    • Select Browse to navigate to file(s) to upload
    • Highlight the file
    • Select Open
    • Repeat until all documents are displayed in Files ready to upload
    • Select Upload file(s). The files should appear in the View Attachments table
    • Or select Bar Code Cover Page to view and print the cover sheet to fax receipts
    • Select Close

Notes:

  • Faxed receipts and documents must include the Bar Code Cover Sheet to attach to the transaction. The Bar Code Cover Page should be the first page of the fax so that it attaches to the correct transaction.
  • The fax number is on the Bar Code Cover Sheet page. 
What Happens Next?
  • Transactions requiring supporting documents will not be routed to an approver until documents have been provided via upload or fax. If the supporting documents are not received, and the originator has indicated that supporting documents will be attached, the Expense Requests system will send an email within 24 hours indicating that documents have not been received.
  • You may use the Petty Cash Bank Replenishment Form to instruct the bank on how you would like the cash (amount of specific currency and coins). Place petty cash funds in a lockbox, and store the lockbox in a locked desk or cabinet.

Questions?

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