Department heads can change or reassign a petty cash custodian when the current custodian leaves or is absent due to a pre-authorized reason.

Department heads can request to change a petty cash custodian when the current custodian leaves the position.

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
     

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.

The outgoing custodian reconciles the petty cash fund before transferring it to the new custodian.

The new custodian assumes responsibility for the petty cash fund. Refer to Topic Overview: Life Cycle of a Petty Cash Fund.

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.

Department Head and Regular Custodian

The department head and the regular custodian identify a temporary custodian and review the Petty Cash Fund policy.

Department Head and Regular Custodian

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

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.

Regular Custodian and Temporary Custodian

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.

Regular Custodian and Temporary Custodian

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.

Department Head

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
     

Questions?

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