Business Office

Petty Cash

​Petty Cash

Petty Cash Reimbursements

  • All petty cash purchases must be submitted for reimbursement within one week of the purchase date.
  • Before reimbursements can be processed, petty cash disbursement forms must be filled out completely and signed by an advisor. All forms without signatures will be returned.
  • All receipts must be taped down completely on a half or full sheet of paper.
  • Receipts can be cut in half, as long as all of the information is legible.
  • Please include a brief description of your purchases in the description marked area of the disbursement form.
  • Be sure to press firmly when filling out forms to ensure each carbon copy can be read clearly. Receipt totals DO NOT need to be highlighted.
  • If a food purchase is made, and a tip given, the person receiving the tip must sign on the line marked “BY” or a signature on the receipt itself is acceptable.
  • A valid phone number and address is required when requesting reimbursement. Please make sure this information is written clearly or typed to ensure proper delivery.
  • ALL food purchases require a food justification form, as well as a flyer, agenda, or a listserv email. This means ANY food that will be consumed. Food for demonstrations or experiments that will not be consumed does not need justification. Any refreshment served on a display table or at any recruitment event or meeting MUST have justification.
  • All purchases must not exceed $500.00 on a single disbursement form. Everything over must be processed by check request.
  • ALL receipts submitted for payment MUST be paid, ORIGINAL receipts. No invoices, or email confirmations will be accepted, unless the payment method or zero balance is displayed clearly. Any receipt that isn’t marked “paid” and is not an “online” transaction, may be signed by the vendor as proof of payment.
  • If an invoice or email confirmation is the only proof of payment obtainable, proof of payment from your banking institution is required. E.g. Copy of bank statement with cleared transaction.
  • Any receipt that does not have a company logo or any hand written receipt MUST include a business card from the vendor.

Purchases That Can Not Be Reimbursed By Petty Cash

  • Gasoline
  • Rentals or reservations of any kind
  • Purchases considered as “Travel” e.g. Bus tickets, air fare, train fare
  • Parking
  • Ammunition
  • Apparel e.g. T-Shirts, Polo’s
  • Insurance and or Deposits e.g. Restaurant space rentals
  • Catering services e.g. Servers or cleanup crews

Sample Form:

Petty Cash - sample form


Petty Cash Withdrawal

  • Withdrawal of petty cash is only available for accounts that qualify.
  • All petty cash purchase receipts and funds must be returned within 48 hours of the purchase date. Petty Cash hours are from 9am until 4:30pm in the Tate Student Center Business Office.
  • Before any petty cash can be disbursed a Temporary Withdrawal form must be filled out and signed by an authorized advisor/account manager.
  • Petty cash withdrawal must not exceed $500.00. If you check out petty cash and will require more that same day, all funds that were initially checked out must be returned BEFORE additional cash will be given.
  • Please be sure to check out the correct amount of funds before making any purchases, personal funds should not be used to purchases items if petty cash was checked out.
  • When returning petty cash, all funds must be accounted for before any forms are accepted.
  • If you require the Sam’s Club membership card, it must be returned by 4:30pm and cannot be held until the next day.
  • Before reimbursements can be processed, petty cash disbursement forms must be filled out completely and signed by an advisor. Any forms without signatures will not be accepted.
  • All receipts must be taped down completely on a half or full sheet of paper.
  • Receipts can be cut in half, as long as all of the information is legible.
  • Please include a brief description of your purchases in the description marked area of the disbursement form.
  • Be sure to press firmly when filling out forms to ensure each carbon copy can be read clearly. Receipt totals DO NOT need to be highlighted.
  • If a food purchase is made, and a tip given, the person receiving the tip must sign on the line marked “BY” or a signature on the receipt itself is acceptable.
  • ALL food purchases require a food justification form, as well as a flyer, agenda, or a listserv email. This means ANY food that will be consumed. Food for demonstrations or experiments that will not be consumed does not need justification. Any refreshment served on a display table, at any recruitment event or meeting MUST have justification.
  • All purchases must not exceed $500.00 on a single disbursement form. Everything over must be processed by check request.
  • ALL receipts submitted for payment MUST be paid, ORIGINAL receipts. No invoices, or email confirmations will be accepted, unless the payment method or zero balance is displayed clearly. Any receipt that isn’t marked “paid” and is not an “online” transaction, may be signed by the vendor as proof of payment.
  • Any receipt that does not have a company logo or any hand written receipt MUST include a business card from the vendor.

Purchases That Can Not Be Reimbursed Through Petty Cash

  • Gasoline
  • Rentals or reservations of any kind
  • Purchases considered as “Travel” e.g. Bus tickets, air fare, train fare
  • Parking
  • Ammunition
  • Apparel e.g. T-Shirts, Polo’s
  • Insurance and or Deposits e.g. Restaurant space rentals
  • Catering services e.g. Servers or cleanup crews

Sample Form:

Petty Cash Withdrawal form

For Questions Contact:

Jasmine Burch
320 Tate Student Center

Phone: 706-542-8577
Email: jburch@uga.edu