Petty Cash Reimbursement A-150

For reimbursement of purchases an individual makes on his/her own up to $50 with an original receipt.

Guidelines for processing A-150

1. Any UC Academic Health Center department/Unit may reimbursements petty cash a Academic Health Center Finance and Administration, Room 187 HPB. The department/unit must first have a signature authorization form on file that specifies the employees who are authorized to reimburse petty cash on east campus. Each A-150 form that is submitted must have a valid, completed "Approval Signature" if it is to be reimbursed by Academic Health Center Finance and Administration.
   
   
2. UC Academic Health Center department/units may obtain a petty cash fund to use for reimbursements. It is not necessary that a department/unit have its own fund to use for immediate reimbursements. To establish a fund increase or decrease the size of a fund, or to close-out a fund, the department head should first email the Academic Health Center controller with fund requests. 
   
   
3. If specific coins/bills are needed, inform the Academic Health Center Management, Finance & Support Services employee of those particular needs at the time of the transaction.
   
   
4. Each department/unit may enforce stricter petty cash rules than the University of Cincinnati requires, at its discretion. Common examples are departments who won't reimburse tax or food via petty cash.
   
   
5. The University requires submission of original copies of receipts. All individual receipts must be for $50.00 or less, but a reimbursement may be made for more than $50.00 if it is being done with a collection of receipts.
   
   
6. For ease in photocopying and organizing a department's petty cash submission, receipts can be securely mounted to an 81/2" by 11" sheet of paper.

Petty Cash for Subject Incentives

As the research in the Academic Health Center continues to grow our Petty Cash disbursements to subjects continues to grow. All of us need to provide excellent documentation as we distribute petty cash as subject incentives.

Please work with your staff to make sure the following guidelines are in place for all cash subject reimbursements. We will no longer be able to process petty cash that doesn't meet these guidelines.

Mandatory Requirements

1.    Petty Cash cannot exceed $50 cash per day, per person, no matter how many separate receipts you process.

2.     Each disbursement to a subject needs a signed receipt. The signature should be that of the subject who received the money.

3.    No subject should be receiving $600 or more per year in total compensation from UC, regardless of how many studies he/she is involved in. If you have a subject that will be receiving a large amount of money from you during the year, you should be verifying with the subject that he/she will not be earning any other compensation from UC. If a subject will be earning $600 or more in a tax year then A114s should be processed for ALL of that individual's subject payments instead of petty cash so the tax information is recorded with UC.

Not Mandatory, but good for Audit Purposes

     1.    Include a reference to the study name or number on the receipt.

     2.    Clearly PRINT the name of the subject on the receipt too.

      3.   The staff member who processed the petty cash payment should also sign the receipt.

Some units buy petty cash books with multiple copies which are then used to record the subject payments. Others have developed forms that are pre-printed for each study that spell out all the study information. We can accept both. If you substitute gift certificates in place of cash, the above guidelines still apply.

Thank you in advance for your cooperation. Its important that we all follow good business practices so UC will continue to let us use petty cash for our subject reimbursements. Please work with your MCFA accountant liaison if you'd like assistance revamping your college/department/unit's petty cash process.

Form Information

CUFS Related Tables

OLGL	Online General Ledger. Lists transactions for up to three months in CUFS to the sub-object level including pre-encumbrances (type 20), encumbrances (type 21) and actual expenses (type 22). (OLG2 includes some different fields)
EXPD	Lists transactions for up to three months to the object level. "X" whether to view expenses, encumbrances or pre-encumbrances. The "total amount" is a year-to-date figure.