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UNIVERSITY OF CALIFORNIA, SANTA BARBARA ACCOUNTING SERVICES & CONTROLS Petty Cash Reimbursement Request for Amount under $150 POLICY Cash reimbursements for purchases with personal funds are governed

How to fill out petty cash reimbursement form

How to fill out a petty cash reimbursement form:

1. Start by identifying the purpose of the reimbursement. Determine the specific expenses that are eligible for reimbursement, such as office supplies, travel expenses, or any other authorized expenses.
2. Gather all the necessary receipts and supporting documents for the expenses you incurred. Ensure that each receipt includes relevant information, such as the date of purchase, the description of the item or service, and the total amount paid.
3. Take note of the specific reimbursement guidelines and policies set by your organization. This may include limitations on certain expenses, maximum reimbursement amounts, or any additional documentation required.
4. Open the petty cash reimbursement form provided by your organization. This form typically includes sections for personal information, expense details, and approval signatures. Ensure that you have a clear understanding of each section before proceeding.
5. Begin by filling in your personal information accurately, including your name, employee or identification number, and department. Double-check this information to avoid any errors or delays in processing.
6. Enter the date and purpose of the reimbursement. Be clear and specific about the nature of the expenses being claimed.
7. Proceed to itemize each expense on the form. Include the date of the purchase, a detailed description of the item or service, and the amount paid for each expense. If applicable, indicate whether sales tax was included.
8. Calculate the total amount to be reimbursed by adding up all the expenses. Ensure that this total aligns with the supporting receipts and documentation you have provided.
9. Review the form for accuracy and completeness. Confirm that all required fields have been filled in correctly, and ensure that you have attached all necessary supporting documents.
10. Obtain any necessary approvals or signatures as required by your organization. This may involve getting your supervisor's signature, department head approval, or any other designated authorities.
11. Make a copy of the completed form and all supporting documents for your records. Retain a copy for yourself before submitting the original to the appropriate department or individual responsible for processing reimbursements.

Who needs a petty cash reimbursement form:

1. Employees or individuals who have incurred eligible expenses on behalf of their organization or company may need a petty cash reimbursement form.
2. Departments or businesses that use petty cash funds for day-to-day expenses may require employees to submit reimbursement requests using a petty cash reimbursement form.
3. Organizations or companies that have specific reimbursement policies and procedures in place often require employees to complete a petty cash reimbursement form to ensure accurate record-keeping and financial accountability.

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