Purpose
- To request replenishment of petty cash or imprest checking accounts to their authorized balance.
- To reconcile the petty cash fund or imprest checking account so as to account for all monies entrusted to the Custodian.
Use of the Petty Cash Replenishment Request - When cash in the petty cash fund (or the checkbook balance in the case of an imprest checking account) is low, or if unreplenished receipts exceed $300 at the end of any month, it is the Custodian's responsibility to enter a payment voucher (PV) document on-line in the CUFS system to replenish the fund. A Petty Cash Replenishment Request, Form USNH-F46, is sent to Accounts Payable to support the PV. The USNH-F46, with attached original receipts and Petty Cash Vouchers, must be reviewed and approved by the Department Head or someone who is authorized to approve departmental expenditures. Upon receipt and verification of a properly prepared USNH-F46, Accounts Payable will place final electronic approval on the PV and mail a copy of the USNH-F46 back to the Custodian with an original A/P signature. The Custodian will then take the signed copy of the USNH-F46 to the Cashier/Bursar to obtain cash. Accounts Payable will review Petty Cash Replenishment Requests within 24 hours of receipt and will either approve them for cash replenishment or will contact the Custodian via electronic mail with questions or problems. In order to avoid walking documents through the process, Custodians should allow 3 business days for the USNH-F46 to be mailed, reviewed and approved, and the copy mailed back to them. To shorten the time, Custodians may request that the approved copy of the USNH-F46 be held at Accounts Payable for pick up by the Custodian on their way to the Cashier/Bursar (simply check the "Hold Approval at A/P" box on the USNH-F46). The signed copy of the Replenishment Request will serve as a voucher to authorize the Cashier/Bursar to pay cash to the Custodian. The Cashier/Bursar will obtain the Custodian's signature signifying receipt of cash and retain the USNH-F46 for their records. Custodians who prefer a replenishment check may indicate so by checking the appropriate box on the USNH-F46 but they should allow 5 business days for the check to be received. The campus Cashier/Bursar will cash the USNH replenishment check upon presentation by the Custodian with appropriate identification.
Instructions for completion of the Petty Cash Replenishment Request - Form USNH-F46
Section A. General Information
Check the box for which Campus Accounts Payable Department this will be sent to.
Type of fund and CUFS Fund # are the type of fund and the fund number as originally assigned to this fund by the USNH Controller's Office per the Cash Fund Request (Form USNH-F44).
Requested Replenishment Distribution is how the Custodian wishes the Accounts Payable department to handle the approved request. Check the appropriate box if the copy of the USNH-F46 as signed by Accounts Payable should be mailed to the Custodian or held for pickup at Accounts Payable. Also, if a check is wanted instead of cash, check the "Please issue a check" box.
- CUSTODIAN NAME as indicated on the Cash Fund Request (Form USNH-F44).
- DATE this request is being completed.
- PHONE NUMBER that the Custodian can be reached at, if there are any questions.
- DEPARTMENT name as shown on the Cash Fund Request (Form USNH-F44).
- DATE this request is being completed.
Custodian Information required is:
Vendor Code is the Custodian's (if a petty cash fund) or the Bank (if an imprest checking account) which is entered by the Custodian on the payment voucher (PV).
PV number entered on CUFS and approved by the responsible departmental individual.
The PV document should be numbered as follows:
PC1AAAXX, where;
PC is constant for "Petty Cash"
1 is the last digit of the fiscal year in which the petty cash was disbursed by the Custodian
AAA is the CUFS Area responsible for this fund
XX is a sequential alphanumeric assigned by the department.
Each line of the PV should reflect the proper CUFS account number, the amount as recorded on the Petty Cash Voucher, an appropriate line description and the Petty Cash Voucher number in the invoice field. PVs should be charged to the fiscal year in which the goods/services were received.
Date Status NDE is the date the Custodian edited the PV, on-line, with no errors other than 5th level approval required. All PVs must be approved and in "NDE" (Edited) status before submitting to Accounts Payable.
Section B. Reconciliation
Requests for replenishment will not be granted unless accompanied by an accurate reconciliation and signed by the preparer. Call Accounting Services in the USNH Controller's Office (862-1470) immediately, if there remains an unexplained variance on line 9 of the reconciliation.
Number included and Range of PCVs is the total count of PCVs included for this request and the beginning and ending numbers of the PCVs included. All Petty Cash Vouchers (PCVs) should be sequentially numbered and accounted for by the cash fund Custodian during the reconciliation process.
Period covered is the time since the last request until now. A Petty Cash Replenishment Request should normally be a month or less. Replenishments required less frequently than monthly suggest an excessive petty cash fund balance or questionable necessity for a petty cash fund at all. All petty cash funds and imprest checking accounts should be replenished as close as possible to June 30 (best during the "13th month") so that all expenditures may be accounted for in the proper fiscal year.
Total amount is the amount being requested. All Petty Cash Vouchers included with the Petty Cash Replenishment Request must equal (a.) the amount of the replenishment request on line 2. of the Reconciliation section and, (b.) the document total of the CUFS PV.
Section C. Departmental Approval
All Petty Cash Replenishment Request (Form USNH-F46) forms must be signed and dated by a responsible dean, director or department head or official designee authorized to approve expenditures on the accounts charged. An official USNH Signature Card must be on file in the Controller's Office to be valid.
Section D. Accounts Payable Use Only
The Accounts Payable clerk reviewing the PV, the Petty Cash Replenishment Request, and the attachments will sign and date Form USNH-F46 when approved and updated in CUFS. Depending on the box marked in Section A., a copy of the USNH-F46 with an original signature of an A/P clerk will be mailed to the Custodian, held at Accounts Payable for pickup by the Custodian, or included as an enclosure with the replenishment check to the Custodian (or, in an imprest checking account, the signed copy of the USNH-F46 will be mailed separately to the Custodian since the replenishment check is mailed to the bank).
The Acknowledgement of Receipt section is used when the custodian receives cash for the voucher from the Business Office.
Click here to print a copy of the form below
Print out unannotated version