Petty Cash

Individual reimbursements for petty cash expenditures of up to $100 maximum may be obtained by submitting a properly prepared Petty Cash Form (supported by vendor original receipts). After department and fund approval, the requestor is to bring the form to the Procurement Services Office for approval, then Petty Cash Form may be taken to the Treasurer's Office for reimbursement. 

Petty cash is not allowable for the following: 

• Expenditure exceeding $100 (purchases may not be split to circumvent the $100.00 limit). 
• Purchase of items available on State Term Contract (equipment and supplies) 
• Payments to individuals for personal services 

Note: Expenditures in excess of budget are personal expenses and will not be reimbursed. 

Additionally, the use of an individual’s personal credit card is NOT a University approved method for making purchases and is to be avoided. If an employee submits a reimbursement request for goods or services that should have been purchased using approved University procurement methods, the reimbursement may be subject to one of the following actions:  

• A good or service that should have been sourced through AggieMart or using the P-Card at a lower, contracted cost would only be reimbursed for the lower cost that would have been incurred through AggieMart or the P-Card.  
• Purchases that include sales taxes that otherwise would have been exempt through AggieMart or the P-Card, would not have the sales tax amount reimbursed.  
• A good or service that should have been purchased through AggieMart or P-Card would be charged a transaction fee to process the reimbursement and have that amount deducted from the total of the request. 

Note: Purchases are to be delivered to a University address. Items delivered to a personal address will be considered personal expenses and will NOT be reimbursed.