Comptroller's Office
PETTY CASH INSTRUCTIONS
Disbursements of Petty Cash: With petty cash, an employee may be reimbursed for the purchase of materials and supplies needed in conjunction with University business when a procurement card or ID cannot be used, provided such expenditures are receipted and approved by the dean, director, department chairperson or sponsored project director. Purchases will be made in the name of Syracuse University and no sales tax will be paid. Petty cash is not to be used for personal services. A sales tax exemption certificate to be used when making petty cash purchases is attached for your convenience. The certificate may be duplicated as required.
Opening a Petty Cash Fund:
- Send a memo to the Comptroller's Office (Attn: Bob Hartley) to request that a petty cash fund be opened.
- State in the memo the reason why your department needs a petty cash fund.
- Give the amount of the petty cash requested.
- Indicate the name of your petty cash custodian.
- Be sure the dean, director or department head and the petty cash custodian sign the memo.
(You will be notified within one week whether your request has been approved or disapproved. At the time of approval, a verification form will be forwarded to you to be completed and returned to Roberta Hennigan. Upon receipt of the verification form, the petty cash fund will be provided for your use).
To Reimburse a Petty Cash Fund:
- Send a Petty Cash Expense Voucher & Detail Sheet detailing each expenditure to Roberta Hennigan.
- Payment should be made to the petty cash custodian, only.
- Attach original receipts to the petty cash Expense Voucher & Detail Sheet.
- Be sure the voucher is signed by the petty cash custodian and an authorized signer on the account.
Closing a Petty Cash Fund:
- Send a Petty Cash expense voucher to Roberta Hennigan.
- State your desire to close the petty cash fund.
- Attach receipts and/or cash equivalent for the total amount of the petty cash fund.
- Be sure the voucher has been signed by the petty cash custodian and the dean, director, or department head.
Questions regarding petty cash should be directed to Roberta Hennigan at x3765 or rahennig@syr.edu
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