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Before it gets too low to serve the business needs of the department, replenish the petty cash fund by submitting a PA to the PSC. Allow enough time and cash on hand for the PA to be processed. Replenish the fund:

• at least once per quarter
• at the end of the fiscal year (mid-June)
• any time the designated custodian changes
• any time a shortage is detected

The PSC compares custodian and fund amount on the PA with information in the PSC’s database of authorized custodians and their authorized fund amounts. If the information does not match, the PA is not processed and the PSC will contact the custodian. Replenishment procedures are outlined below.

• If several petty cash funds need to be replenished at the same time, submit a separate PA for each petty cash fund.
• On the PA, the payee must be the designated custodian. You must also include the phrase Petty Cash Custodian following the custodian’s name.
• The payee address must be the departmental address and not the custodian’s home address.
• The requestor must be the custodian. This individual must sign the PA form. This individual cannot approve the form.
• Use an Account Code that best represents the type of expense incurred. Use the speedtype that most appropriately covers that expense.
• All receipts must be attached to the PA. The dollar amounts on the receipts must exactly match the dollar amounts requested for replenishment. Documentation must include:
  • transaction date (date the cash was disbursed)
  • payee, i.e. name of recipient (for confidential study subject payments see box below)
  • recipient signature (for confidential study subject payments see box below)
  • quantity
  • description of items purchased
  • cost of each item
  • total dollar amount of cash disbursed to recipient
  • official university business purpose
  • note the speedtype to be charged for the expense

If this information is not provided by the vendor on the receipt, then the purchaser should note this information on the face of the receipt.

Cash the reimbursement check at the CU Boulder Cashier’s window in Regent Hall. See the section on Check Cashing Tips from OCM.