Petty Cash Reimbursement

INSTRUCTIONS

When to use this form:

  • To reimburse a CSUN employee for purchases made on behalf of the University
  • Expenses of up to $50.00, incurred under emergency circumstances, must be submitted for reimbursement within thirty (30) days from the purchase date
  • Forms, receipts, and/or invoices must be submitted by the employee requesting the reimbursement
  • Receipts from an employee currently holding a PCard will be denied reimbursement, unless the vendor does not accept credit cards or the vendor charges a fee to use the PCard
  • Receipts that provide expenses that promote CSUN to the public must fill out the Hospitality Justification From prior to submission.
  • The Federal Reserve has discontinued the production of pennies. As a result, University Cash Services might not be able to honor petty cash reimbursements. Alternative methods will be provided to help you with reimbursement for petty cash requests.

When NOT to use this form:

  • Invoices from vendors
  • Payments for services to employees or independent contractors
  • Loans and advances o Entertainment and gifts
  • Items for personal use
  • Receipts older than 30 days will not be honored

Who must approve:

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

  • Original form
  • 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)
  • Justification for purchase (Attach backup such as: event flyers, attendance list, authorization emails,….)
  • Approved Hospitality Justification Form - Receipts that provide expenses that promote CSUN to the public
  • Bring your government issue ID or CSUN ID

When to bring this form:

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