Department heads can change or reassign a petty cash custodian when the current custodian leaves or is absent due to a pre-authorized reason.
Permanent Petty Cash Custodian Change
Department heads can request to change a petty cash custodian when the current custodian leaves the position.
Department Head Notifies the Change of Custodian via Support Request
The department head provides the following information in a Support Request:
- Petty Cash Fund Number (82XXX)
- Name, phone number and SUNet ID of new custodian
- Name and SUNet ID of custodian being replaced
New Custodian Earns Certification
To responsibly administer funds, the new custodian must understand the Petty Cash Fund Policy, become certified as a petty cash custodian and be familiar with the how-tos, forms and other resources available on Fingate. Refer to Topic Overview: Life Cycle of a Petty Cash Fund.
Outgoing Custodian Reconciles Fund
The outgoing custodian reconciles the petty cash fund before transferring it to the new custodian.
New Custodian Assumes Responsibility
The new custodian assumes responsibility for the petty cash fund. Refer to Topic Overview: Life Cycle of a Petty Cash Fund.
Temporary Petty Cash Custodian Change During Planned Absence
For absences of more than two weeks, the petty cash custodian, with the department head’s approval, may assign a temporary custodian to be responsible for the fund. If the custodian's absence will be less than two weeks, it is recommended that the fund be secured and no reimbursements allowed during that time.
Identify Temporary Custodian and Review Petty Cash Fund Policy
The department head and the regular custodian identify a temporary custodian and review the Petty Cash Fund policy.
Determine the Need to Replenish Petty Cash Fund During Absence
The department head and the regular custodian must determine if there is a need to replenish the petty cash fund during the custodian’s absence. If so, the department head needs to notify the Financial Support Center (FSC). Without the notification, replenishment checks are made out to the regular custodian and cannot be cashed by the temporary custodian.
The department head provides the following information in a Support Request:
- Petty Cash Fund Number (82XXX)
- Name, phone number and SUNet ID of temporary custodian
- Name and SUNet ID of regular custodian (to be replaced temporarily)
Temporary Custodian Earns Certification
To responsibly administer funds, the temporary custodian must understand the Petty Cash Fund Policy, become certified as a petty cash custodian and be familiar with the how-tos, forms and other resources available on Fingate. Refer to Topic Overview: Life Cycle of a Petty Cash Fund.
Reconcile Fund Before Leaving
Before leaving, the regular custodian must reconcile the petty cash fund with the temporary custodian. Both custodians must sign a copy of the Petty Cash Reconciliation Form as a receipt. The receipt should be kept in the lockbox with the petty cash fund.
Reconcile Fund Upon Returning
Upon returning, the regular custodian must reconcile the petty cash fund with the temporary custodian. Both custodians must sign a copy of the Petty Cash Reconciliation Form as a receipt. The receipt should be kept in the lockbox with the petty cash fund.
Notify the Financial Support Center about the Return
The department head should notify the Financial Support Center of the regular custodian’s return if the checks were made payable to the temporary custodian during the regular custodian’s absence.
The department head provides the following information in a Support Request:
- Petty Cash Fund Number (82XXX)
- Name and SUNet ID of regular custodian
- Name and SUNet ID of temporary custodian
