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Privacy and Security Notice

Administrative Manual - 401 General

401.02 Petty Cash

POLICY

  1. A Petty Cash Fund is maintained by Travel Services to reimburse individuals for mileage and other miscellaneous expenses associated with local travel. The fund may also be used for reimbursement of emergency material purchases < $100 when the item(s) cannot be readily acquired with the use of a Lab P-card (Credit card). Petty Cash may not be used to purchase services.
  2. Petty Cash funds may not be used to cash personal checks, money orders, travelers checks, or other financial instruments.
  3. The Travel Supervisor will perform unannounced verifications of the Petty Cash funds at least quarterly, and periodic reviews will be made to ensure funds do not exceed actual needs.

PROCEDURE

  1. Complete a Petty Cash Requisition form and obtain proper approval. Only those persons who have signature authority for the project and organization to be charged may approve the disbursement.
  2. Bring the approved Petty Cash Requisition form to Travel Services for processing. Travel Services verifies approved signatures and allowability of items to be purchased or reimbursed. Items to be reimbursed must be accompanied by a receipt or mileage log. A Petty Cash Receipt, stating the dollar amount will be prepared and the person receiving the money will sign for it.
  3. For purchased items, return the receipt for the goods purchased and extra money, if any, to Travel Services.
  4. Lost Petty Cash Receipts

    In the event petty cash receipts are lost, the Petty Cash Request for Reimbursement of Lost Receipts form shall be completed and attached to the Petty Cash Requisition form.


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