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Step 1: Determine if expenditure is for the following,

• Refreshments/Entertainment
• Dues for membership
• Travel
• Registration fees (without travel expenses)
• More than $100 at any one vendor on a single day

If any of your expenditures fit the above listing, they cannot be reimbursed with petty cash, but must be done with a Check Request or a Travel Voucher. If you do not have the original sales receipt or you spent more than $100 at a single vendor on a single day, please provide the reason why the policy was not followed. Please see Marcia Aguirre on the third floor for further direction.

Also, please note that any purchases at the bookstore or document access and delivery services should be recharged directly to an account/fund approved by the professor.

Step 2: Examine the Original Sales Slip or Invoice. It should include the following:

• Name of the store (it should be printed on the receipt or attach the store's business card if it isn't pre-printed on the receipt).
• Date of the purchase.
• Total paid for the purchase and method of payment (cash, check or credit card).
• A description of each item. If description is only a number, write out a description on a separate piece of paper or next to the item if room permits.

Step 3: Download and print the form above and complete the following:

• Total amount of purchase (or purchases).
• Today's date.
• The account and fund to be charged.
• Description of item(s) purchased and what it will be used for on the project it's charged to.

Step 4: Have your professor sign each receipt or the petty cash form to show s/he has approved the purchase.

Step 5: Tape the entire edge of all of your receipts to the completed Petty Cash Slip and bring it to the Petty Cash Custodian for reimbursement. Your reimbursement will be ready for pickup the next Tuesday or Friday.

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