A petty cash voucher can be used for allowable and legal purchases of $50.00 or less. Petty cash vouchers eliminate the need to request purchase orders for small amounts. Use the petty cash system to purchase unusual and unforeseen items. If similar purchases are expected to be made frequently, use the purchase order system. Petty cash purchases are to be in compliance with Alabama Bid Law and other purchasing policies of the College. Office supplies, for example, is a item that is bid. Office supplies cannot be purchased with petty cash from a vendor other than the vendor that holds the College's current office supply bid, according to the Alabama Bid Law. Refer to the internal website for current bid items.
With the Budget Manager's approval, allowable and legal purchases can be made with an employee's own cash. $50.00 is the maximum amount of purchases from a vendor, which can be reimbursed by petty cash. Also, $50.00 is the maximum amount of petty cash purchases allowed for one event. Receipts will be reviewed to ensure no more than $50 is spent in one day. A justification form cannot be used to exceed the $50.00 limit. With the Budget Manager's and Financial Services approval, the employee can be reimbursed when an original, itemized receipt and completed petty cash voucher is submitted to the Business Office. Sales tax paid is not reimbursed. To avoid paying sales tax, you may request the College's sales tax exemption number from the Purchasing Agent. The College's sales tax exempt status is not to be used by an individual for personal gain.
Invoices submitted for reimbursement with petty cash vouchers are subject to the same policies as invoices submitted for payment by purchase orders-documentation is required in some situations. A petty cash voucher may be approved for reimbursement when required documentation is provided.
Occasionally, employees will need to change one of their payroll deductions. For each change, a written and signed Payroll Deduction Authorization Form must be completed and sent to the Payroll Office. No changes may be made by phone request. For a change to be included in the current month's payroll, the requested change must reach the Payroll Office by the 15th of the month. If an authorization form is received after the 15th of the month, the change will be effective with the next month's payroll.
When writing the budget number on the petty cash voucher, please provide the correct budget codes.
Request reimbursement of personal travel expenses (object code 601) with travel reimbursement forms.