If the petty cash custodian makes a petty cash disbursement the original receipt or invoice (which contains the date, amount, and nature of the transaction) should be immediately placed in the petty cash box.   If the petty cash custodian disburses cash to another employee for a subsequent purchase, the custodian must have the employee sign a petty cash voucher indicating cash was withdrawn from the fund for a later purchase.

It is recommended that a petty cash disbursement log be maintained to provide good accountability of the expenses.

Allowable Purchases

Allowable petty cash expenses include the following:

  • Expenses (e.g., freight and postage due) that must be immediately paid due to the nature of the item
  • Emergency expenses (e.g., for machine repairs) incurred to support continued daily business operations
  • Expenses incurred where checks and business credit are not available or permitted

Non-Allowable Purchases

Petty cash shall not be used for the following:

  • Salaries or overtime
  • Travel and entertainment
  • Charitable contributions
  • Purchases not allowed under NDSU policies or guidelines, OMB policy or State law.
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