Petty Cash and Change Funds

Petty Cash and Change Funds are intended for the reimbursement of small dollar university business related expenses when cash is the most cost efficient method of payment.

Purchases may not exceed $50 per transaction exclusive of sales tax, with any one vendor in a day.  Splitting transactions is not allowed.

• Department Responsibilities

  • Before you spend any cash, first check to make sure your product(s) are eligible for this process. To do so, please see Procure to Pay Guidelines.

• How to Submit a Petty Cash Reimbursement

  • If your Department has a Petty Cash Box/Change Fund:

    • Contact your department petty cash custodian to obtain enough cash to cover your purchase.
    • Go to the store and buy the product(s).
    • Save the original receipt for your department petty cash custodian.
    • If the purchase was hospitality related, complete the Hospitality Expense Justification [pdf] form.
    • Give your original receipt and any change to your petty cash custodian.

    
    If your Department doesn't have a Petty Cash Box/Change Fund

    • Go to the store and buy the product(s).Save the original receipt.
    • Complete the Petty Cash Reimbursement [pdf] form. Provide a description of the product(s) and the total dollar amount.
    • If the purchase was hospitality related, also complete the Hospitality Expense Justification [pdf] form.
    • Take the Petty Cash form and your original receipt to the Bursar's Office (Window #1) in the Student Services Center.
    • The Cashier will pay you the cash amount requested (up to $50 plus tax).
• Establishing a Department Petty Cash or Change Fund

  • The Bursar's Office maintains a petty cash fund that is used for department petty cash needs. SJSU discourages the establishment of new petty cash or change funds.

    1. Complete and submit the Application for Petty Cash or Change Fund [pdf] (pdf).
    2. Once we approve the application, we will issue a check to the custodian(s).
    3. The custodian(s) must come to the Finance and Business Services Office at SOMA 470 to pickup and sign for the check.
• Custodian Responsibilities

  • The custodian of a Petty Cash/Change Fund must:

    1. Keep a log of all purchases.
    2. Keep all original receipts.
    3. Replenish your cash via the Employee/Student Reimbursement process.

    
    Accounting Services will need to count the cash in your petty cash/change fund periodically. The frequency of the count may be monthly, quarterly or annually, depending on the fund amount.  You can prepare by:

    • Organizing your cash on-hand, expenditure receipts and/or replenishment requests so they are available for inspection.
    • Making sure your cash and paperwork match the authorized amount of the fund.
    • When we complete the count, the custodian will be asked to sign an audit form.
• Changing a Department Fund Custodian

  • In the event your department needs to change the designated fund custodian, please:

    1. Complete and submit the Application for Petty Cash or Change Fund [pdf].
    2. Keep a copy of the form and send the original to Accounting Services, extended zip 0042.
• Replenishing Your Petty Cash or Change Funds

  • Replenish your cash via the Employee/Student Reimbursement process.

• Closing a Department Petty Cash or Change Fund
  • 1. Notify us to schedule a final count.
    2. Complete and submit the Application for Petty Cash or Change Fund [pdf].
    3. Keep a copy of the form and send the original to Accounting Services, extended zip 0042.
    4. Bring the full amount of the fund to Cashiering Services Window #1 for deposit.