The University of Pennsylvania. Training Objectives. Training Objectives. Petty Cash Knowledge Building. This training is designed to:

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1 The University of Pennsylvania Petty Cash Knowledge Building 1 OPTIONAL: Click here to download a printable version of the training material Use the navigational buttons on each slide to move forward or back through the presentation Training Objectives This training is designed to: Provide information regarding the policies and procedures for Petty Cash at the University of Pennsylvania. Topics include: What are Petty Cash Funds? Authorized Use of Petty Cash Funds Petty Cash Fund Restrictions Petty Cash Custodian Role & Responsibilities 2 Training Objectives This training is designed to: Provide information regarding the policies and procedures for Petty Cash at the University of Pennsylvania. Topics include: The Petty Cash Reimbursement Process Replenishing & Reconciling Establishing, Changing, & Closing Out a Petty Cash Fund 3 TIP: Many slides contain links to additional information or samples of forms: click the link to open a new window

2 What are Petty Cash Funds? 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 Financial Policy #1506 is the basis for the Petty Cash policies outlined in this presentation 4 What are Petty Cash Funds? Petty Cash funds should be limited to a total of two weeks' expenditures Where possible, the Purchasing Card should be used for minor expenditures instead of Petty Cash 5 Authorized Uses of Petty Cash Funds Examples of authorized uses of Petty Cash Funds: Purchase of office or lab supplies totaling $50 or less Example: Ran out of copy paper, bought a ream of paper from Campus Copy for $5 6

3 Authorized Uses of Petty Cash Funds Examples of authorized uses of Petty Cash Funds: Entertainment expenses which total $50 or less Example: A professor takes a student to lunch, total bill is $25 7 Exception! Any reimbursement, regardless of dollar amount, which includes alcohol must be submitted to the Travel Office and may not be reimbursed through Petty Cash Authorized Uses of Petty Cash Funds Examples of authorized uses of Petty Cash Funds: Local travel expenses which total $50 or less Example: Taxi fare, SEPTA tokens 8 Authorized Uses of Petty Cash Funds Examples of authorized uses of Petty Cash Funds: Certain types of Human Subject Fees Example: See Financial Policy # for specific details on the use of Petty Cash for the payment of Human Subject Fees 9

4 Authorized Uses of Petty Cash Funds Important information on the use of Petty Cash Funds and Human Subject Fees: Human Subject Fees of $100 or less per subject may be paid from Petty Cash funds Federal guidelines require any individual who receives a cash disbursement for participating in a human subjects research project to complete a W-9 Form 10 Authorized Uses of Petty Cash Funds Important information on the use of Petty Cash Funds and Human Subject Fees: The Petty Cash Voucher Form must include the following information on each subject: Payee name Payee social security number Payee address Amount of payment 11 Petty Cash Fund Restrictions Petty Cash Funds may not be used for: Supplies or entertainment expenses which total greater than $50 Travel expenditures (except for local travel) 12 Personnel services (except for certain Human Subject Fees, as per Financial Policy #2319.1)

5 See Purchasing Services for information on using Penn s other Authorized Buying Tools Petty Cash Fund Restrictions Petty Cash Funds may not be used for: Equipment purchases Check cashing fund Personal loans or salary advances 13 Alcohol Petty Cash Custodian Role & Responsibilities The Petty Cash Custodian is responsible for: Controlling & safeguarding the Petty Cash fund Disbursing cash from the Petty Cash fund, provided that appropriate documentation and/or receipts are provided for the transaction The transaction does not violate University policy Replenishing the Petty Cash fund as needed 14 Petty Cash Custodian Role & Responsibilities The Petty Cash Custodian: May only be responsible for one Petty Cash fund May not approve a reimbursement to themselves from the Petty Cash fund 15 If a Custodian needs to be reimbursed from Petty Cash, he or she must first get an approval signature from their Supervisor or Business Administrator

6 Petty Cash Custodian Role & Responsibilities The Petty Cash Custodian is also responsible for maintaining appropriate documentation for each Petty Cash transaction and fund reimbursement. Examples of appropriate documentation include: Copies of custodian forms Petty cash voucher slips Fund reimbursement forms Receipts per Financial Policy # Petty Cash Custodian Role & Responsibilities Documentation Retention The Custodian must retain Petty Cash records for seven (7) years Certain records may need to be retained longer than 7 years, including any reimbursements associated with a research grant (example: Human Subject fees) For additional information, refer to the University Records Retention Schedule 17 The Petty Cash Reimbursement Process A receipt is presented to the Custodian for reimbursement All Petty Cash expenditures must be supported by a Form C-2A Petty Cash Voucher Slip signed by: The Custodian The recipient of the cash 18

7 Note: Individuals cannot be reimbursed for sales tax on items purchased The Petty Cash Reimbursement Process 19 The Petty Cash Voucher Slip should be attached to any receipts or other supporting documentation Examples: Cash register tape, receipt, etc. The voucher slip and receipt must be submitted along with the request to replenish the fund Funds must be reimbursed in a timely manner Best Practice: In the same month in which the expenditure occurred Replenishing & Reconciling The Petty Cash Custodian is also responsible for Replenishing and Reconciling the Petty Cash account The Request for Reimbursement of Petty Cash Fund form must be completed & include: Petty Cash Voucher Slips Receipts for all Petty Cash transactions 20 Replenishing & Reconciling Most expenditures should be charged to an object code in the 5xxx (expense) series If object codes in any other series are to be used, be sure to validate correctness based on the business nature of the transaction 21

8 Replenishing & Reconciling List each fund to be charged by completing the specific 26-digit account on the Request for Reimbursement form Note: You do not need to list one line for every individual reimbursement, unless each reimbursement is being charged to a different 26-digit BEN account number 22 Replenishing & Reconciling Requests to replenish the fund should never have expenditures charged to object code 1140 (Petty Cash) Refer to the General Ledger Object Codes to ensure proper object code usage 23 Replenishing & Reconciling Make sure expense line items are added correctly The total should be the same amount as requested at the top if the reimbursement form Requests for reimbursement cannot exceed the total amount of the Petty Cash fund 24

9 Replenishing & Reconciling The Request for Reimbursement of Petty Cash Fund form: Must be reviewed, signed and embossed by an appropriate Transaction Authorization Card (TAC) holder 25 If the custodian is a TAC holder, he/she may not authorize replenishment of his/her own Petty Cash fund. Another TAC holder must emboss and approve the replenishment Replenishing & Reconciling The Request for Reimbursement of Petty Cash Fund form: Should be taken to the Cashier's Office, 110 Franklin Building, 3451 Walnut Street The cashier's office will not release cash unless: You have appropriate photo identification 26 The Request for Reimbursement of Petty Cash Fund form and all accompanying Petty Cash Voucher Slips have been properly approved Replenishing & Reconciling Petty Cash funds should be replenished on at least a monthly basis If not replenished regularly, the Cashier's Office may require: The Petty Cash fund size be reduced, or That the fund be closed altogether 27

10 Replenishing & Reconciling Add all Petty Cash expenditure receipts on hand i.e. Amount being requested for reimbursement Add cash remaining in the Petty Cash Box Amount of requested reimbursement + Cash remaining in Petty Cash box = Total amount of the Petty Cash fund 28 Any discrepancy should immediately be brought to the attention of the Business Administrator Petty Cash Fund Audit & Internal Controls Petty Cash funds are subject to audit at any time by: The School/Center Senior Business Officer (or their designee) The Cashier's Office The Treasurer's Office Office of Audit, Compliance and Privacy 29 Petty Cash Fund Audit & Internal Controls Every Petty Cash fund should be audited on at minimum an annual basis Audits should be conducted on an unannounced basis, by the appropriate School/Center Senior Business Officer or their designee In all cases, the individual conducting the audit must be someone other than the Custodian of the account 30

11 Petty Cash Fund Audit & Internal Controls Petty Cash audits should be conducted: As part of the routine oversight of business procedures, or When a suspected infraction of University policy has occurred within a unit Details for completing a Petty Cash audit can be found on the Treasurer s Office website: Petty Cash Audit: Self Assessment for Schools & Centers 31 Establishing a Petty Cash Fund To establish a Petty Cash fund you will need: 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 2. A Custodian Responsibility Form 3. A signed and embossed C-368 Form, using object code 1140 (Petty Cash) 32 The letter of purpose must provide information on the planned use of the Petty Cash fund being requested Requests for miscellaneous Petty Cash funds will not be approved Establishing a Petty Cash Fund The person approving and embossing the forms may NOT be the Custodian of the Petty Cash account The Petty Cash Fund Number may not be any of the following: Endowment (4xxxxx) Sponsored Research (5xxxxx) Gift (6xxxxx) An Agency Account -- CNAC (9xx) or ORG (9xxx) 33

12 Establishing a Petty Cash Fund The letter of purpose, Custodian Responsibility Form, and the C-368 Form should be forwarded to: Cashier s Office 110 Franklin Building 3451 Walnut Street/ Both the Custodian Responsibility Form and the C-368 Form must be reviewed, signed, and embossed by your School or Center Senior Business Officer Closing Out a Petty Cash Fund To close out (eliminate) a Petty Cash fund: Reimburse all receipts to the Petty Cash fund, so that you have cash on hand equal to the full amount of the Petty Cash fund 2. Using BEN Deposits: Credit object code 1140 for the full amount of the Petty Cash fund Bring the cash and the printed Deposit Summary Sheet to the Cashier's Office Wait for the Cashier's Office to stamp the receipt Closing Out a Petty Cash Fund To close out (eliminate) a Petty Cash fund: 3. The validated Deposit Summary Sheet or the BEN Deposits receipt should be attached to a Custodian Responsibility Form Hand-deliver to the Cashier's Office, 110 Franklin Building, 3451 Walnut Street Until the Cashier s Office approves the Custodian Responsibility Form closing the fund, The Custodian maintains responsibility for the Petty Cash fund 36

13 Closing Out a Petty Cash Fund To close out (eliminate) a Petty Cash fund: 4. The department should retain the original validated Deposit Summary Sheet and signed Custodian Responsibility Form as evidence that the Petty Cash account has been closed 37 Making Changes to a Petty Cash Fund Changing the Custodian: 1. Submit a new Custodian Responsibility Form, signed and approved by the Senior Business Officer of the appropriate School/Center 2. A complete reconciliation of the Petty Cash box should be completed prior to a new Custodian assuming responsibility for an existing account 38 The new Custodian must have successfully completed the Petty Cash training before the transfer will be approved Making Changes to a Petty Cash Fund Changing the Account Number: The only way to change the account number for a Petty Cash fund is to follow the procedure to close the existing Petty Cash fund, then open a new Petty Cash fund using the new account number 39

14 Making Changes to a Petty Cash Fund Increasing the Amount of : To increase the amount, follow the same procedures for establishing a new Petty Cash fund, with the following exception: The C-368 Form should only reflect the amount by which the fund is being increased, not the total amount of the fund 40 Making Changes to a Petty Cash Fund Decreasing the Amount of : To decrease the amount, follow the same procedures for closing a Petty Cash fund, with the following exception: The C-368 Form should only reflect the amount by which the fund is being decreased, not the total amount of the fund 41 Quiz Information If you would like to review the material before proceeding, use the navigation bar to return to a specific topic The following slide will link directly to an on-line quiz. All quiz questions must be answered correctly for successful completion of the quiz You may retake the quiz as needed, however you must close the current session and re-register to do so 42 Use the navigational controls below when you are ready to proceed to the quiz

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