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Frequently Asked Questions

Petty Cash

Expenditures reimbursable through petty cash are those ordinary and necessary costs to carry out the mission of the department or project. They include costs for supplies and materials. Each purchase cannot exceed $50.00. Exceptions to the $50.00 limit must be authorized by the Controller or Vice President for Business Services. Reimbursements are made by the Accounts Payable Clerk in the Business Office.

Preparation Instructions- (form can be picked up at the Business Office)

  1. Date
  2. Vendor Name
  3. Purpose of the merchandise (i.e., supplies, postage)
  4. Amount of the purchased item – notify the vendor the College tax exempt on materials and supplies, but does pay gross receipt taxes on services (generally something without 3 dimensional characteristics.)
  5. Department’s account number to be charged
  6. Received By: Signature of individual requesting reimbursement. Please complete when cash being received from the Business Office.
  7. Attach original receipt(s)
  8. Department Head: Authorizing signature by department head/fiscal monitor.

Advertising/Promotion Expenses

  1. The purpose of the expense must be clearly stated.
  2. Must be approved in advance by the President and Vice President for Business Affairs
  3. The individuals involved must be indicated on the receipt
  4. Promotional expenses that exceed $50.00 must be submitted on a purchase order, any exceptions to be approved by the Vice President for Business Services and/or Controller.

Ineligible Purchases

Expenditures not accepted for reimbursement on the Petty Cash Voucher include:

  1. Salaries and wages
  2. Travel Claims
  3. Items for personal use (i.e., Kleenex, coffee, etc.)
  4. Travel per diem (meals and/or lodging of employees) that should be claimed on a Travel Reimbursement Request

Food/Beverage Expenses

  1. If reimbursement is sought via a petty cash voucher, an approved Food Service Request form must still be attached.
  2. Receipts for food or beverage items purchased must be attached

For more information please contact (505)-566-3659 or brinkg@sanjuancolllege.edu