PAID TO is the printed name of the vendor or individual paid for goods/services and the date of payment. In an imprest checking account, "Paid To" should be the payee shown on the check. (Note: Normal vendor invoices should be addressed directly to Accounts Payable and paid via USNH computer-generated general disbursement checks so that the integrity of the CUFS vendor files may be maintained and tax laws may be complied with.)
DATE is the date the voucher is completed. In an imprest checking account, this should also be the date on the check.
PCV NUMBER so that each Petty Cash Voucher is numbered consecutively by the department beginning with No. "1" at July 1 of each fiscal year and follow the guidelines established on each campus. (See Appendix A2 in Volume 2).
Description and Purpose provide a clear description of goods or services purchased and the business purpose of the expenditure. In a business meal, the names of the individual participants, the topics discussed and the restaurant must be stated. If business mileage is being reimbursed, a vendor invoice is not needed -- a statement as to the destination, purpose, number of miles, and the applicable rate will suffice, for example: "To UNHM for Trustee Meeting, 72 miles @ $.24 = $17.28." A separate Travel Expense Voucher is NOT required when paying for daytime travel from petty cash if the Petty Cash Voucher is properly prepared.
CUFS Account Number is the complete the CUFS account number (Fund-Area-Org-Objt) to be charged, including the proper object code.
Original Amount is the amount paid, then total the detail lines.
Revised Amount is used only when a short-term advance proved to be more or less than the final cost of the item (see Section 3, "Advance Payments to Employees" above).
Initials must be signed by the individual receiving payment, or returning funds if this is a revised amount, from the Custodian at the time the cash changes hands. In an imprest check drawn to a vendor, the individual picking up the check for the vendor should sign.
PREPARED BY is the preparer, if other than the Custodian of this fund.
AUTHORIZED ACCOUNT SIGNATURE must be the signature of an individual authorized to expend from the CUFS account(s) listed on the Petty Cash Voucher. (i.e., Dean, Director, Department Head or Business Manager). An official USNH Signature Card must be on file in the Controller's Office to be valid. The authorized account signature may or may not be that of the petty cash Custodian. An employee is not permitted to approve his or her own Form USNH-F45.
RECEIVED BY is a signature of the individual physically receiving the funds, or check.
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Heading information - this is the same for all PCVs listed.
DEPARTMENT name as listed in the original fund request form.
EXPENSE TYPE is the kind of expense all of the PCVs listed are for.
CUFS Account Number is the complete CUFS account number (Fund-Area-Org-Objt) to be charged, including the proper object code.
Line information - each line is a separate PCV
Petty Cash Voucher Number shows that each Petty Cash Voucher is numbered consecutively by the department beginning with No. "1" at July 1 of each fiscal year and follow the guidelines established on each campus. (See Appendix A2 in Volume 2).
DATE is the date the voucher is completed. In an imprest checking account, this should also be the date on the check.
Paid To is the printed name of the vendor or individual paid for goods/services and the date of payment. In an imprest checking account, "Paid To" should be the payee shown on the check. (Note: Normal vendor invoices should be addressed directly to Accounts Payable and paid via USNH computer-generated general disbursement checks so that the integrity of the CUFS vendor files may be maintained and tax laws may be complied with.)
Description, date and Purpose provide a clear description of goods or services purchased and the business purpose of the expenditure. In a business meal, the names of the individual participants, the topics discussed and the restaurant must be stated. If business mileage is being reimbursed, a vendor invoice is not needed -- a statement as to the destination, purpose, number of miles, and the applicable rate will suffice, for example: "To UNHM for Trustee Meeting, 72 miles @ $.24 = $17.28." A separate Travel Expense Voucher is NOT required when paying for daytime travel from petty cash if the Petty Cash Voucher is properly prepared.
Amount is the amount paid.
Authorized Account Signature must be the signature of an individual authorized to expend from the CUFS account(s) listed on the Petty Cash Voucher. (i.e., Dean, Director, Department Head or Business Manager). An official USNH Signature Card must be on file in the Controller's Office to be valid. The authorized account signature may or may not be that of the petty cash Custodian. An employee is not permitted to approve his or her own Form USNH-F45A.
Received by Signature must be signed by the individual receiving payment, or returning funds if this is a revised amount, from the Custodian at the time the cash changes hands. In an imprest check drawn to a vendor, the individual picking up the check for the vendor should sign.
Petty Cash Custodian signs as the preparer.