Office of the Treasurer
	Cashier Home
	Payment Types
	Cash Disbursements
	Petty Cash
	BEN Deposits-Online Cashier
	Miscellaneous
	Student Services
	Document/Forms
	Contact Information
	Feedback

PLEASE NOTE: All cash disbursements stop at 3 P.M. daily

Treasurer Office
University of Pennsylvania
Suite 737 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104
215.898.9844 (Phone)
215.573.6392 (Fax)

[ Cashier's Office ]

3451 Walnut St.
Franklin Bldg., Room 110
Philadelphia, PA 19104

Petty Cash

Petty cash funds are used for expenditures in connection with approved University activities, the amount and significance of which are so small as to preclude requesting disbursement by check. The amount of the fund requested should be limited to minimum operating requirements to reduce the potential loss of cash through thefts. The amount of a petty cash fund should approximate two weeks anticipated petty cash expenditures. Please click on the link to see the petty cash policy http://www.finance.upenn.edu/vpfinance/fpm/1500/1506.asp.

Additionally, the Treasurer's Office in conjunction with Audit & Compliance has developed a Petty Cash Audit Assessment for Schools & Centers. (pdf version)  These guidelines provide step-by-step instructions on auditing your school/center's petty cash funds. Individuals responsible for overall management of their school/center's petty cash fund should take advantage of this useful management tool.

All forms required to make petty cash transactions can be found below:

	Custodian Responsibility Form
	C-368 Form (single distribution)
	C-368 Form (multiple distribution)
	Petty Cash Reimbursement Form
	C2-A Petty Cash Voucher Form
	Senior Business Officers Authorization to Assign Petty Cash Responsibility to a Designee
	W9 Form

I. Establishment of a Petty Cash Fund

Once the custodian has completed training, you must provide the following information:

1. A letter of purpose to substantiate the petty cash request with a detailed description of the items for which you expect to be reimbursed. Note that a general statement such as "miscellaneous" will not be acceptable.

2. A Custodian Responsibility form completed in its entirety.

3. A signed and embossed Form C368 using object code 1140. The form must approved and embossed by the Senior Business Officer. The custodian of the fund cannot approve and emboss the C368 form. Note the 5 digit vendor number is 52995.

4. Endowments, grants and gifts (4xxxxx,5xxxxx,6xxxxx funds) are prohibited from being used as default accounts for petty cash funds. Note that petty cash expenses may continue to be charged to the endowment, grants and gift funds on the reimbursement request form.

5. Requests to establish a petty cash cannot use an agency org/cnac (9xx or 9xxx). Note that petty cash expenses may continue to be charged to the agency org/cnac on the reimbursement forms.

6. Forward the above documentation to Cashier's Office, 3451 Walnut Street, 110 Franklin Building/6205, attn: T. DeSalis.

II. Request for an Increase in a Petty Cash Fund

1. Provide a letter outlining the reason for the increased activity.

2. Provide a completed Form C-368 (reflecting the additional amount) using object code 1140 approved and embossed by the Senior Business Officer. The custodian of the fund cannot approve and emboss Form C-368.

3. Provide a completed custodian responsibility form.

4. Forward the above documentation to Cashier's Office, 3451 Walnut Street, 110 Franklin Building/6205, attn: T. DeSalis.

We will review the request and notify you of the status of your request via telephone

III. Request to Decrease a Petty Cash Fund

1. All receipts must be submitted on a Reimbursement of Petty Cash form to obtain the cash. Receipts will not be accepted to reduce the fund. Please go to the reimbursement of petty cash section for instructions on replenishing a petty cash fund.

2. Complete and submit an on-line deposit. In order to reduce the petty cash fund, the cash being returned must be credited to object code 1140. Deliver the summary deposit sheet along with the cash to the Cashier's Office, 3451 Walnut Street, Room 110 Franklin Building. The Cashier's Office will verify the cash deposit and will hand-stamp the deposit summary sheet. The stamped deposit summary sheet will be returned to the individual at the cashier window.

3. Complete a custodian responsibility form. Deliver the completed original custodian responsibility form along with the original hand-stamped deposit summary sheet to: Cashier's Office, 3451 Walnut Street, 110 Franklin Building/6205, attn: T. DeSalis.

4. Departments must retain in their files the following: a copy of the custodian form with the Cashier's acknowledgement and a copy of the hand-stamped deposit summary sheet.

5. Please note: It is important that the above steps are completed in order for the petty cash fund to be reduced on the University's general ledger system. It is the department's responsibility to ensure that the fund has been reduced. Until these steps are completed, the custodian maintains responsibility for the petty cash fund.

IV. Request to Close a Petty Cash Fund

1. All receipts must be submitted on a Reimbursement of Petty Cash form to obtain the cash. Receipts will not be accepted to close the fund. Please go to the reimbursement of petty cash section for instructions on replenishing a petty cash fund.

2. Complete and submit an on-line deposit. In order to close the petty cash fund, the cash being returned must be credited to object code 1140. Deliver the summary deposit sheet along with the cash to the Cashier's Office, 3451 Walnut Street, Room 110 Franklin Building. The Cashier's Office will verify the cash deposit and will hand-stamp the deposit summary sheet. The stamped deposit summary sheet will be returned to the individual at the cashier window.

3. Complete a custodian responsibility form. Deliver the completed original custodian responsibility form along with the original hand-stamped deposit summary sheet to: Cashier's Office, 3451 Walnut Street, 110 Franklin Building/6205, attn: T. DeSalis.

4. Departments must retain in their department files the following: a copy of the custodian form with the Cashier's acknowledgement and a copy of the hand-stamped deposit summary sheet.

5. Please note: It is important that the above steps are completed in order to close the petty cash fund accurately on the University's general ledger system. It is the department's responsibility to ensure that the fund has been closed successfully. Until these steps are completed, the custodian maintains responsibility for the petty cash fund.

V. Change of Custodian

1. Submit a completed custodian responsibility form to: Cashier's Office, 3451 Walnut Street, 110 Franklin Building/6205, attn: T. DeSalis.

2. New custodians must successfully complete petty cash training. Training is available at http://www.finance.upenn.edu/ftd/weblearn/.

VI. Change the Account Number

The only way to change the account number for a petty cash fund is to follow the procedure to close an existing petty cash fund and open a new petty cash fund using the new account number.

VII. Theft of Petty Cash

In the event of a theft of petty cash funds, please contact the Office of Public Safety to file a report. A copy of the report attached to the petty cash reimbursement form can be submitted as a receipt. The amount of the missing cash must be charged to the department’s account.

VIII. Reimbursement of Petty Cash

1. Reimbursement of the department's petty cash fund must be processed on a reimbursement form and signed by the custodian of the fund. Additionally, the reimbursement form must be signed and embossed by the senior business administrator who is not the custodian. Note the 5 digit vendor number is 52995.

2. The custodian cannot approve and emboss the reimbursement form.

3. In most cases, all expenses should be charged to an expense object code 5xxx. Note that 1140 cannot be used to charge petty cash expenses.

4. Supporting documents, such as receipts, cash register tapes and petty cash voucher slips must accompany all requests for reimbursement to the fund. All purchases of supplies must be supported by a receipted bill or cash register receipt. If your department has a unique operation and the C2-A form is not an appropriate voucher, you may create your own worksheet.

5. If a receipt is lost by the recipient of the cash, a note indicating such must be signed by the custodian of the fund or the business administrator and included with the reimbursement request.

6. Hand-deliver the reimbursement form to: Office of the Cashier, 3451 Walnut Street, Room 110 Franklin Building. Individuals must wait for the cash and must count the cash before leaving the Cashier's Office.

7. Please note the following cashier guidelines in petty cash disbursements:

   • No cash will be disbursed without proper identification.
   • No cash will be disbursed if forms are incomplete or inaccurate.
   • No cash will be disbursed if forms are signed and embossed by the custodian of the fund!
   • Cash disbursed will not exceed the limit of the petty cash fund.
   • Cash must be counted while at the window

8. If your reimbursement request is large or if you require certain denominations, please notify the Cashier’s Office at 215.898.7258 in advance so that the cash can be ready for you upon arrival. Additionally, it is recommended that you use the buddy system for those departments requesting large dollar amounts.