Petty Cash Form Instructions (Approver)

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.

Review the request

  • Review each line item to ensure the account number, description and amounts are correct.
  • Check each receipt to ensure the receipt is for the correct transaction, is legible and matches the amount.
    • Click the “Attachments” button at the bottom of the form.
    • Click the three dots beside the receipt and click view to download the receipt.
    • Continue to check receipts, if needed, then close the Attachments window.

Add a comment

  • If declining or returning a request then a comment needs to be added to the request for the requestor.
  • Click the "History" button at the bottom of the form.
  • Make sure "Package History" is selected at the top of the window.
  • Enter the comment in the "Comment" field at the bottom of the window and click "Save".
  • The comment should appear in the window as the last entry.
  • When finished, close the History window.

Submit a decision

  • Use the buttons at the bottom of the form to submit your decision.
    • Approve
      • Approve the request and the requestor may pick up their petty cash from the Bursar’s Office.
      • An email is sent to the requestor.
    • Decline
      • Request is declined and stopped.
      • An email is sent to the requestor.
      • Requestor does not have the option to edit the request for resubmission.
      • Add a comment to the request indicating why the request was declined.
    • Refer
      • Request is forwarded to another person for approval.
      • An email is sent to the referred person.
    • Return
      • Request is incorrect and/or needs edits.
      • Request is returned to the requestor and the same request can be resubmitted once edits are completed.
      • Add a comment to the request indicating why the request was returned.

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.


Article ID: 95772
Mon 1/13/20 4:02 PM
Fri 9/9/22 11:10 AM
Internal or External