Chapter 2. Accounting Services
Section 2.7. Accounts Payable

2.7.10.4. Replenishment of Petty Cash Fund

Replenishment of the petty cash fund should be done on a timely basis but will vary by department. All petty cash funds must be reimbursed at least once every 30 days during the fiscal year, regardless of the dollar amount to be reimbursed. In addition, all funds should be replenished at the fiscal year end so there are no outstanding receipts as of June 30.

To replenish a petty cash fund, do the following:

1. Submit a Petty Cash Reimbursement Request, available from Accounting Services by calling 7-2371 or from the Web site <http:// www.admin.mtu.edu/acct/dept/acctpay/>, along with a check request and the original receipts to Accounts Payable.



NOTE: If using the Web form, print out the form and complete.

2. The reimbursement request should include the following:



1. Name and identification number of the fund custodian



2. Authorized amount of the fund



3. Date which petty cash was paid out



4. Banner index and account code to be charged



5. Amount



6. The fund custodian's signature and department



7. A list of each individual receipt with the index, account code, and amount included.




3. Staple the receipts to the reimbursement request.



4. Include the following on the check request:



1. Make the check payable to the custodian



2. The amount to be reimbursed