Petty Cash

The Office of Finance maintains a Petty Cash Fund to reimburse individual business-related (non-travel) expenditures for departments that find it impractical to maintain a Departmental Petty Cash Fund. 

If an employee of Old Dominion University uses personal funds to purchase goods for departmental use, he/she can be reimbursed from petty cash in the Office of Finance, Rollins Hall.

Since the University's PCard is widely accepted by vendors, departments are encouraged to obtain the PCard for individuals who are required to make departmental purchases.  Please contact Materiel Management regarding PCard rules and regulations.

If a department chooses to authorize use of the petty cash process, an explanation of why the PCard was not used MUST be attached to each PC-1 Form submitted for reimbursement, whether reimbursed from the Office of Finance's Petty Cash Fund or from a Departmental Petty Cash Fund.

Employees in departments that maintain a Departmental Petty Cash Fund should not use the Office of Finance's  Petty Cash Fund for obtaining personal reimbursements.

Governing Policies and Procedures

Please refer to the appropriate procedure for complete guidelines which must be followed.  The following policies and procedures can be found on our policies and procedures page.

6-810 - Petty Cash and Small Business Expense Procedures - contains the procedures that must be followed by individuals who wish to be reimbursed for non travel related reimbursable expenses.  Supporting documentation is required for all expenditures.

6-811 - Departmental Petty Cash Fund Policy and Procedures - contains the policy and procedures regarding proper authorization and maintenance of a Departmental Petty Cash Fund. 

6-812 - Reconciling and Reimbursing a Departmental Petty Cash Fund - contains the process for reconciling and reimbursing a departmental petty cash fund.

Questions

If you have questions regarding these policies/and or procedures, please contact the Accounts Payable Manager at 757-683-6977 or the Accounts Payable Travel Supervisor at 757-683-5020.

Problems/Complaints/Exceptions

If you have problems, complaints or wish to request exceptions, please contact the Director Finance and Accounting Operations at 757-683-4795.