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FISCAL MANAGEMENT OPERATIONS GUIDE

Reimbursement for Expenditures out of Petty Cash

To obtain reimbursement for petty cash purchases, the following must be submitted to the Fiscal Services Office:

1. A Petty Cash Reimbursement form (Public Folders - UTSA Forms in Microsoft Outlook) with the following information:
   • Name of person to be reimbursed
   • Total amount of reimbursement
   • Valid account number to be charged
   • An original signature of an authorized individual on the account being charged. If the individual to be reimbursed is also the authorized signer, the individual's supervisor should sign the form.
   • Description of item(s) purchased with a brief explanation of the usefulness of items if not obvious.
2. A valid original receipt(s) totaling the amount to be reimbursed. The limit for petty cash purchases is $50.00 per day, per store. Each purchase may not exceed $50.00 in total. "Each purchase" is defined as the total amount purchased at a given store per day. Obtaining several receipts for less than $50.00 on each in order to avoid the "each purchase" limitation is not allowable.
   Proof of purchase in the form of a valid receipt must be obtained from the vendor and must include:
   • Name of vendor
   • Date of purchase
   • Amount of purchase
   • Itemized listing of items purchased

Purchases qualifying for reimbursement through petty cash include lab supplies, office supplies, shop and industrial supplies and parts.

Purchases not qualifying for reimbursement through petty cash include travel expenses (including taxi fares, gas and mileage), items that will not remain on the property of UTSA, payments to individuals for services performed, and entertainment expenditures. Entertainment includes, but is not limited to, food or drink purchases whether for preparation or already prepared, takeout, or eat-in (these purchases may be reimbursed on "41" accounts-RSO).

State and local taxes cannot be reimbursed except on "41" accounts (RSO accounts). A tax-exempt form is available in the Disbursements Office for presentation to the vendor. Any exceptions to the above (over the $50.00 limit, food purchases, etc.) must be approved by either the Business Manager or the Disbursements Manager.

The cashier will check petty cash reimbursements at the time they are presented. Any person found in violation of these procedures will be required to return the funds to the university regardless of any lapse in time. Departments are responsible for determining whether funds are available in the account being charged.