Staff Directory

General Information

The petty cash process operates as follows:

• Purchases are limited to $250 per day, (increased amount with prior approval) per account number.
• Employees locate and pay for the needed items.
• Employees complete a petty cash voucher, attach original receipt(s), and forward for budgetary official and their supervisor signature.
• After review by the Vice President of Business and Finance, the petty cash custodian prepares a cash reimbursement for the employee and sends the employee an e-mail.
• The employee receives the reimbursement at the cashier's office by showing picture identification and signing for the funds.
• The department account is charged.

Petty cash rules:

• Original receipts showing what was purchased and type of payment are required for reimbursement.
• Services of any type cannot be purchased through petty cash.
• Sales tax will not be reimbursed to employees except on ledger 8 agency accounts (i.e. Student clubs)

The purchasing office processes all other purchases with the following process:

• Employees complete a requisition form and forward for budgetary official and their supervisor signature. A Computer Hardware or Software request form is also completed and attached if the requested order includes hardware or software items.
• After review by the Vice President of Business and Finance, the purchasing office will process the requisition and generate a purchase order.
  • Purchases totaling $5,000 or more must be bid with at least three vendors.
  • Purchases totaling $25,000 or more must be bid in writing with at lease fifteen vendors.
  • Occasionally, purchases that total less than $5,000 require a bid. Purchases are reviewed on a college wide basis concerning totals by vendor and totals by item group.
• The department will receive a copy of the requisition and the blue copy of the purchase order.

Purchasing Notes:

• The college is not responsible for payment of any items not properly processed by the purchasing office in advance of the order or approved for petty cash reimbursement.
• The purchasing office processes all bids.