Please review the new detailed procedures regarding the administration of Petty Cash vouchers for employee use.
Be used to bypass Maricopa County Community College District accounts payable and purchasing systems.
Petty Cash may not be used for purchasing goods covered by an MCCCD cooperative contract.
Petty cash may not be used to purchase office supplies which require a PO through a corporate contract with Office Depot/Office Max, or items from Amazon.com which require purchase with a Corporate Credit Card.
Petty cash may not be used to pay any type of professional service to either an employee or non-employee, vendor or contractor. This includes such payments for incidental rentals, and non-employee athletic event workers.
Petty cash may not be used for reimbursements of any kind including travel. All travel expenses must be processed using the Fiscal Office Travel Reimbursement requirements.
Petty cash may not be used to make personal loans, salary advances or to serve as a check cashing fund.
Petty cash may not be used to purchase money orders, coupons, gifts cards, and other similar types of pre-purchases tenders for goods or services.
Only one petty cash voucher per account number can be taken out at any given time.
All Petty Cash vouchers must be pre-approved and issued prior to purchasing goods. The date on the receipt must be on or after the petty cash voucher issue date.
The standard petty cash limit is $200.00. Petty cash requests exceeding $200 require approval by Valerie Stingley, Manager of Cashier Services, or Jeffrey Darbut, Vice President of Administrative Services.
Approved petty case funds must be picked up from Cashier's Services within 2 business days of the approval date. After two days the request will be voided. Cashiers will not hold and house petty cash vouchers after the 2 business day cut off.
Original receipts and/or cash must be returned to the Cashier's Services within (5) business days of the dated petty cash voucher. Receipts must clearly indicate the items purchased and the name of the vendor/store. All receipts must coincide with the purpose indicated on the Petty Cash Voucher.
It is preferred that personal items not be purchased and/or included on the Petty Cash receipts.
Petty Cash being used for emergency events, decorations, and food must have a dated and signed Official Function Form when submitted. Official Function Forms are available here: https://www.mesacc.edu/employees/fiscal-services/official-functions.
Only one itemized Official Function Form should be created per event, even if the event has various departments’ budgets being utilized. If more than one OFF is created for one event they will be returned to the originator for correction.
All Official Functions above $1,000.00 require the College President's review, approval, and signature.
Only Board-Approved employees may pick up and return a petty cash. No family members, or Students/Club Treasurers are allowed to pick up Petty Cash. Student Club Treasurers may only pick up petty cash for club functions when accompanied by the Club Advisor.
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