Petty Cash Form Instructions (Requestor)

Petty Cash Process

1. Requestor completes the petty cash form, attaches corresponding receipts and submits the request for approval.  An email confirmation will be received upon submission.
2. Approver receives an email notification that there is something to approve, clicks on the link in the email or their eDocs Inbox and clicks on the request.
3. Approver reviews the request and submits a decision.  If the Approver returns, declines, or approves the request, the Requestor is notified by email of the next required action.
4. Once the request is approved, the requestor receives an email, visits the Bursar Office and receives their petty cash.

IMPORTANT NOTE
Please make note of the request number as it is required when picking up petty cash.  The request number is pre-filled at the top of the form and included in the approval email.

Complete the form

• Name, date and request number are pre-filled and cannot be changed.
  • Please make note of the request number as it is required when picking up petty cash.
• Enter the account number and the account name will populate automatically.
  • If you enter an invalid account number, the message “Account not valid” will appear in the “Account Title” field.
• Enter the item description so the approver (your Budget Manager or the person responsible for the account number you are using) understands the nature of the purchase.
• Enter the amount and the total at the bottom of the form will update.
• Click the “Add Line Item” button to add a new line item section, if needed.

SGA Request

• Name, date and request number are pre-filled and cannot be changed.
  • Please make note of the request number as it is required when picking up petty cash.
• Check the box labeled "This is an SGA Request".
• The account number and the account name will populate automatically.
• Enter the item description so the approver understands the nature of the purchase.
• Enter the amount and the total at the bottom of the form will update.
• Click the “Add Line Item” button to add a new line item section, if needed.
• Enter the name of the individual or organization requesting the reimbursement and the event title related to the request.
• If the person picking up the reimbursement is different from the requestor then enter the name of the person picking up the reimbursement.

Choose the approver

• Type in the name of the approver and choose the appropriate person.
• If there are several employees with the same name, you will be able to see each email address to ensure you are selecting the correct person.
• For SGA Requests, this step will not be needed and the option will disappear from the form when the SGA Request box is checked.

Attach receipt(s)

• One receipt is required for each line item/transaction.
  • If you are entering multiple line items from a single receipt, you need to upload the same receipt multiple times.
  • All receipts must be uploaded separately. If you have multiple receipts, they cannot be uploaded in one attachment.
  • Missing a receipt?  Complete the Missing Receipt Affidavit and submit it in place of the receipt.
  • The following document types are accepted:  jpeg, tiff, tif, png, pdf, xps, bmp, jpg, gif
  • Scan & Send Receipts (Faculty & Staff)
  • Scan & Send Receipts (Students)
• Click the “Attachments” button at the bottom of the form.
• Click on “Upload File(s)”, navigate to where you saved the receipt file/picture/pdf, select the receipt and click on “Open”.
• Continue to upload receipts, if needed, then close the Attachments window.
• Check the box labeled “I have attached receipts for the above items”.

Submit the request

• Click the “Submit” button at the bottom of the form.

Instructional Videos

Instructional videos are available on the right side of this page. Click on "View" below the name of the video to begin playback.