[Entm-researchstaff] Petty Cash Open In Business Office

[Bill Sutton]

Hello All

As of August 2nd, the Business Office will open to issue petty cash for your small item purchases from 8:30 am - 10:00 am and 3:00 pm - 4:30pm daily.
Per the Petty Cash policy set by UCOP, UCR and the Entomology Department, this means moving away from the emergency considerations in place during the last 16 months. This mostly pertains to purchases not made as an emergency and over $100.00. Think Amazon, Walmart etc. and online purchases, most of which have been sent to your home during the campus closure. These are considered planned purchases rather than emergencies. These purchases must once again be placed into the e-Buy system and ultimately be completed by Ashley or myself.

We will continue to accept email submissions for e-Pay reimbursement if you find that works better for you. However, the reimbursement policy is the same and you will still need to place the non-emergency, perishable orders into eBuy, the same as before. We will not be approving and reimbursing items purchased online, etc. since these are not considered emergency purchases.

As a refresher to Petty Cash guidelines Please "See Below"

An original receipt must be provided with all of the following details:
*             Date of purchase
*             Less than 60 days old
*             Name of vendor
*             Description of merchandise/service
*             Total amount paid, including tax, if applicable
*             Method of payment showing cash/credit/debit payment has been completed.
Common receipt issues
The date of the purchase / method of payment / total amount paid is missing: A bank statement may be used to show a proof of expenditure. The bank statement must show the full name of the person being reimbursed and the details missing from the receipt.

The receipt is over 60 days old: Petty cash may not be used for purchases older than 60 days. A check reimbursement will need to be requested instead.

The vendor gave a handwritten receipt without their name on it: In the case of handwritten receipts which do not include a preprinted vendor name, please request a copy of the receipt which has the vendor name along with a "Received By" signature of the vendor.

The description of merchandise / service is missing: Please request an itemized receipt from the vendor that shows these details.

The method of payment is by gift card: A separate receipt must be provided showing payment for the gift card. The reimbursement will be processed as a check reimbursement to ensure UCR Accounting finds the gift card receipt acceptable.

Lost receipt, or receipt is damaged beyond being legible: Please request another itemized receipt from the vendor.

The vendor has refused to provide another receipt, or a more detailed receipt: If you have been refused a copy of the receipt with the needed details, then you may request a Declaration of Missing Evidence form (DME) to fill out. Please describe your efforts to request a copy of the receipt and the response from the vendor when filling out the DME.

Bill Sutton
Procurement Supervisor One
University California Riverside
170 Entomology
Riverside, CA  92521
Phone: 951-827-5704
Fax:  951-827-3086
http://entomology.ucr.edu/

Work Schedule:
Monday through Friday
8am - 5pm
 P Please consider the environment
before printing this e-mail.  Thanks!
During the period that UC Riverside is taking steps to mitigate the risk of COVID-19 infection, we will be working remotely and available by email and phone.  Zoom meetings are available on an as needed basis.  Please be safe and stay well

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