Petty Cash Policy/Reimbursement Instructions

Transactions may be processed through petty cash when the total purchase does not exceed $100.00, and if the guidelines for the Office of Procurement Services are followed.

Cash purchases for items costing no more than $100.00 may be made from local vendors. Petty cash purchases are limited to commodities needed by a department or unit to pursue the goals and objectives of that department or unit which are consistent with the department or unit's mission as well as the University's mission statement.

Cash purchases for items considered non-essential for the department or unit to perform its mission shall not be reimbursed. If an item is determined to be non-essential, the unit employee who made the purchase must incur the costs involved.

Prior authorization from the Office of Procurement Services or the Office of Financial Services is not required for petty cash purchases. However, the Office of Financial Services has the right to refuse requests for petty cash reimbursements if the expenditure is not appropriate or if established procedures are not followed.

The procedures for using petty cash funds are as follows:

1. Verify that the use of petty cash is a valid method of procurement for the desired goods or services. Petty cash cannot be used for purchases of items on State, or Missouri State University contracts. In addition, various other petty cash purchases are not appropriate. Examples of inappropriate petty cash purchases include, but are not limited to, the following: Goods/services normally available from other University departments (i.e. printing, photography, television services, et cetera).

• Postage stamps and post cards
• Long distance telephone calls
• Services rendered by an employee - taxable compensation for services
• Goods/services regarded as travel expenses
• Photocopy expenses - personal loans - food items *
• Gifts, any-occasion card(s) (i.e. birthday, sympathy, get-well, et cetera)
• Flowers
• Sales tax (even if such appears on the sales receipt)
• Split tickets (purchases greater than $100.00 being placed on more than one sales receipt)

*  The University's food service contractor will provide all food items under contract and will charge the requesting department or unit's budget. Any reimbursement of food item expense for off-campus events or other university-business activities should be processed using the Travel Expense Report form. Please refer to the Expense Allowance Policy in the Missouri State University Travel Regulations.

2. Purchase the item and obtain a paid receipt imprinted with the vendor's name, address, and the date. This receipt is to be signed by the employee making the purchase. If the paid receipt is not imprinted with the vendor's name, address, and/or date of purchase, ask the vendor to stamp or write this information on the back of the receipt.

3. Complete a Petty Cash Expense Report form.

4. Submit the Petty Cash Expense Report form and receipt(s) taped to an 8 1/2 x 11 sheet of paper to the Office of Financial Services for reimbursement. Incomplete forms and forms with rubber stamp signatures will NOT be processed.

5. If the request for petty cash reimbursement is approved, the Office of Financial Services will issue a check. The check will be mailed to the employee's campus address. All petty cash report forms received in the Office of Financial Services with receipt(s) taped to an 8 1/2 x 11 sheet of paper will normally be processed and checks will be mailed within five (5) business days.