Petty Cash
The Finance and Administration petty cash fund allows for reimbursement of purchases made on behalf of the University of Washington and for payment of small purchases not under contract with the UW Purchasing office. The petty cash fund may be used for payment of items under $1,000 (including shipping and taxes).
Petty Cash Instructions
Complete the Petty Cash Voucher form, print it, attach a valid receipt(s), get an authorized signature and send it to Finance & Administration, UWB Box 358525. You will receive an email notification when your check is ready for pick up.
Original receipts (not photocopies) are required for supplies and services. A receipt should include the following information:
- Date
- Place
- Vendor Name
- Amount
- Description of item(s) purchased
Limited travel expenses may also be reimbursed on the petty cash fund. Mileage, conference registration fees, parking, and bus & ferry tolls within Washington State may all be reimbursed via petty cash. You must complete the Travel Expense Voucher (sign at #35) and submit with your petty cash reimbursement form.
You will not be reimbursed for food expenses on a state budget unless you have a pre-approved Food Approval Form attached to your petty cash reimbursement form.
Every attempt must be made to secure an original receipt for reimbursement. However, when a receipt is not available, the requestor may submit a Perjury Statement.
Unauthorized Purchases
Unauthorized petty cash purchases include the following:
- Out-of-state travel including parking and mileage
- Personal Services
- Honoraria
- Travel related to Honoraria
- Items on a State of Washington contract (e.g., office supplies, printing, furniture)
- Personal choice, convenience or decorative items unless charged to a discretionary fund (budget number 64-XXXX)
- Pens (non-standard)
- Clocks
- Picture frames
- Flowers
- Drapes
- Desk sets
- Briefcases
- Watches
- Food or beverages and related items unless the budget is on the list of budgets approved for such purchases, you have a pre-approved Food Approval Form or it is being charged to a discretionary fund (budget number 64-XXXX)
- Alcoholic beverages
- Non-alcoholic beverages
- Banquet permits
- Glasses
- Paper cups and plates
- Mixers
- Ice
- Items purchased from a University of Washington department. These items should be handled by the UW internal billing method. Receipts from UW units can not be accepted.