Purpose
- To authorize and substantiate all petty cash disbursements.
- To provide an official receipt of payment from the recipient of all petty cash disbursements.
Use of the Petty Cash Voucher (PCV). There must be one properly completed Petty Cash Voucher, Form USNH-F45, supported by an original receipt for each disbursement from the petty cash fund. Hence, two documents are generally needed for each petty cash transaction: one from the Custodian, and one from the vendor/payee. The original Petty Cash Voucher is stapled to the original supporting documents (retail store sales slip, cash register tape, or other original receipt) and forwarded to Accounts Payable with the Petty Cash Replenishment Request (see Procedure 4-006, Preparation of Petty Cash Replenishment Request) at the time of petty cash fund replenishment.
Advance Payments to Employees. In some cases, the petty cash Custodian may find it necessary to advance up to $200 cash to an employee for travel or for miscellaneous business supplies. Under no circumstances will petty cash advances be allowed (1) for overnight travel, (2) for more than 48 hours before the expense is anticipated, (3) for more than $200, (4) without a signed receipt (Petty Cash Voucher), (5) to a student or other non-employee, (6) for non-business purposes, or (7) outstanding for more than 4 days. Contact Accounts Payable immediately if advances are not resolved fully within 4 days. When petty cash is advanced to the employee, complete all sections of the Petty Cash Voucher, including the "original amount" column, and obtain the payee's signature. When the employee returns with the receipts, simply fill out the "revised amount" column and have the payee and the Custodian initial the voucher in the far right hand column. If it is necessary to replenish cash funds while advances remain outstanding, the total advance should be charged against the appropriate CUFS account. Make a copy of the PCV and submit the original with the Petty Cash Replenishment Request. When the employee returns with the receipts, submit the copy of the PCV attached to a new PCV indicating the amount of cash returned by the employee (if any) in brackets. When preparing the PV to replenish the fund, be sure to credit the original fund-area-org-object charged if there is cash returned by the employee.
Instructions for Completion of USNH Petty Cash Voucher - Form USNH-F45
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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