The Campus Life Business Office maintains a petty cash fund for the purpose of reimbursing individuals who have used personal funds for making purchases on behalf of their organization. The Campus Life Business Office should be notified prior to making a purchase to insure that the expenditure complies with budgetary regulations. Purchases which do not meet appropriate guidelines or are not allowed by University policy will not be reimbursed.

Petty Cash Guidelines

1. A petty cash receipt cannot exceed $500.00.
2. Repetitive purchases in the same day from the same vendor totaling more than $500 will be considered a violation of University policy.
3. Items with a value of $100 or more with a life expectancy of more than a year are not allowable.
4. A 3-part “Petty Cash Disbursement Receipt (PC-1) form, available from the Campus Life Business Office, must be completed and approved by the organization advisor or account administrator. PRESS FIRMLY and complete all sections of the form. The description should summarize the items purchased and state the name of the program or event for which the items were purchased.
5. All receipts must be original. Receipts measuring smaller than 8 ½ by 5 ½ must be taped to a plain white piece of paper that measures at least 8 ½ by 5 ½. Receipts from different vendors may NOT be taped to the same piece of paper. The receipt must be attached to the back of the Petty Cash Disbursement Receipt (PC-1) form.
6. The receipt should be a formal receipt, not merely a slip of blank paper on which the information has been written. The receipt must be marked "PAID" or must indicate that payment has been received and must carry the name of the vendor.
7. The receipt should show the date of the purchase, the quantity, description, unit price, and extension of each item purchased.
8. In instances where only a cash-register receipt is obtainable from the supplier, the cash- register receipt may be submitted for reimbursement provided that the vendorís name is machine printed thereon and provided this receipt documents all items being purchased.
9. It is recommended that the "Petty Cash Disbursement Receipt" form be taken with the individual making the purchase and should be signed by the cashier or clerk at the time of purchase. Vendor certification will serve as an additional verification of payment.
10. When a purchase receipt for food items does not include a tip or gratuity , and a tip is given to a waiter or delivery person, the tip should be itemized on the PC-1 form AND the individual who is receiving the tip MUST sign the PC-1 form indicated that they did receive the payment. The waiter or delivery person cannot merely sign the receipt.
11. Beginning in April 2006 individuals will have two options for receiving a petty cash reimbursement check. A- the Campus Life Business Office will hold a check for pick-up only by the payee or B- the check will be mailed directly to the payee (UGA employees will receive their check to their campus address; students will have their check mailed to their home – not a UGA department address). Reimbursement checks will become void after 90 days.

EXHIBIT C: Preparation of a Petty Cash Disbursement Receipt

The following steps are presented as a guide for completing the Petty Cash Disbursement Form (PC-1 form) A separate receipt must be completed for each individual vendor. This form is available in the Campus Life Business Office.

1. Enter the student activity account number to which the purchases are to be charged.
2. Enter the name of the student organization name for which the purchases were made.
3. Enter the date.
4. Number the individual items purchased.
5. Enter a description of the items purchased. If the receipt itemizes the items purchased you do not need to itemize them again. Indicate what the items will be used for (example: "program supplies", "printing materials", etc.). If the receipt does not itemize the items, you must do so on the PC1 form.
6. Enter the unit price of each item purchased if you have itemized the items.
7. Enter the extended or total amount for items purchased.
8. Enter the total purchase payment to the vendor.
9. Enter the name of the program or event for which these items were purchased.
10. Signature or name of the person who made this purchase.
11. Signature of the organization advisor and/or approval of the Dean, if school or college related.
12. Enter the name and address of the vendor from whom the items were purchased.
13. The signature of the authorized representative of the vendor is recommended for all purchases but is REQUIRED where it is not possible to secure an original invoice, an original receipt of purchase, or a cash register with the name of the vendor clearly imprinted. Photo copies of personal checks or receipts are not acceptable.
14. Enter the name of the individual to whom the reimbursement check should be made payable.
15. Enter the expenditure code if the organization has a line item budget.
16. Indicate whether the reimbursement check should be held for pickup, mailed to an address shown, or to call the individual at a telephone number indicated.

Submit all three copies of the PC-1 form, with the receipt attached, to the Campus Life Business Office.

Reimbursement checks are generally available within 3 working days. Reimbursement checks should be cashed or deposited within 45 days from the date issued.