Petty Cash Reimbursement

INSTRUCTIONS:

• When to use this form:

o To reimburse a CSUN employee for purchases made on behalf of the University

o Expenses of up to $50.00, incurred under emergency circumstances, must be submitted for reimbursement within thirty (30) days from the purchase date

o Forms, receipts, and/or invoices must be submitted by the employee requesting the reimbursement

o Receipts from an employee currently holding a P-Card will be denied reimbursement, unless the vendor does not accept credit cards or the vendor charges a fee to use the P-Card

o Receipts that provide expenses that promote CSUN to the public must fill out the Hospitality Justification From prior to submission

• When NOT to use this form:

o Invoices from vendors

o Payments for services to employees or independent contractors

o Loans and advances o Entertainment and gifts

o Items for personal use

o Receipts older than 30 days will not be honored

• Who must approve:

o Financial Approver must be the person authorized to sign for the Fund/DeptID listed on the form

o If the reimbursement is for the person authorized to sign for the Fund/DeptID, a different Financial Approver for the Fund/DeptID must sign as “Financial Approver”

• What to bring:

o Original form

o Original receipts/invoices to be reimbursed (The receipts/invoices must have the vendor’s name and be itemized or have a detailed description of the item)

o Justification for purchase (Attach backup such as: event flyers, attendance list, authorization emails,….)

o Approved Hospitality Justification Form - Receipts that provide expenses that promote CSUN to the public

o Bring your government issue ID or CSUN ID

• When to bring this form:

o To insure availability email your request in advance to UCS.CashOps@csun.edu to arrange a pick-up time.  Subject Line: “Petty Cash Reimbursement – Department Name”

o After receiving confirmation email, bring form, receipts, back-up documentation, and CSUN ID to University Cash Services, Bayramian Hall (BH 100R)