REPLENISHING PETTY CASH FUNDS
The Petty Cash Fund must be replenished periodically to restore cash for reimbursing Petty Cash vouchers.
This is done at least bi-weekly, but may be done more frequently as necessary; however, the Petty Cash
fund shall be reconciled at least weekly. The reconciliation and request for replenishment requires planning,
thus you should not wait until your cash is depleted before requesting reimbursement. Please allow one to two
weeks to obtain your reimbursement request from the Financial and Business Services Office, EPISVC.
The Petty Cash Fund reconciliation shall be documented by completing the Cash Counts Form; the latest
reconciliation shall be retained in the Petty Cash box.
1. Arrange Petty Cash Vouchers in order by cost center number (the Fund, Department, and Program/Site).
2. Run an adding machine tape showing each voucher and the total.
3. Count the cash remaining in the Petty Cash Fund.
4. The total of the Petty Cash Vouchers and the total cash should always equal the total of your Petty Cash
Fund. Any shortage or overage must be immediately reported to your supervisor and the Director of
Student Accounting; a written report must be submitted to the Director of Student Accounting within
the next working day of discovery. Total funds authorized by site are listed below:
AUTHORIZED BALANCES
SITE
PETTY CASH FUND
SITE
PETTY CASH FUND
AC
CLW
EPI ANNEX 3
EPI CORP
EPISVC
$500
$2,000
$1,000
$1,000
$500
HEC
SEM
SP/G
TSC
DT
$1,000
$1,000
$2,000
$1,500
$1,000
5. Prepare a Petty Cash Replenishment form to reconcile and to submit your reimbursement request of
your Petty Cash Fund. This replenishment form is an Excel document, which shall be sorted by Fund,
Deptid and Program/Site before being submitted to General Accounting at EPISVC.

Enter the G/L Account (6 digits);

Enter the Last Name of person being reimbursed & Description of items purchased;

Then the cost center number which consists of the Fund (2 digits), Deptid (8 digits) and Program/Site (5
digits). Project (15 digits) and Grant (10 digits) are new chart fields as of July 1, 2006. Project refers only to
construction projects; Grant refers to restricted funds;

Enter the amount of the reimbursement request;

Attach the tape showing the total vouchers to the replenishment form; your tape must balance to the form;

Attach all Petty Cash Vouchers;

Give to Supervisor to review and sign form.
6. Send the original Petty Cash Replenishment form and an additional copy of the form with Petty Cash
Vouchers attached to Lori Cragle, Accounting at EPISVC. It is not necessary to attach a check request form
to a Petty Cash Replenishment form. Be sure to indicate your name, campus, and telephone number for
contact information.
Mike Meigs, Director of Student Accounting, EPI-DO
341-5298 or mailto:meigs.mike@spcollege.edu
Business Services 021015