Stanford employees who have used personal funds for university business expenditures up to $100 may request reimbursement from the department’s petty cash custodian. 

Gather the original expense receipts and communicate with the department custodian the need to request reimbursement. Employees requesting reimbursement should understand the Petty Cash Fund policy.

  1. Obtain the Received of Petty Cash Form from the custodian
  2. Complete the 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. Attach the original expense receipts
  2. Send the receipts and completed Received of Petty Cash Form to the custodian

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

  1. Receive the amount of the reimbursement indicated on the Received of Petty Cash Form
  2. Sign the Received of Petty Cash Form, indicating receipt
  3. Retain a copy of the completed Received of Petty Cash Form

Questions?

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