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<p class="MsoNormal"><span style="font-size:12.0pt">Hello All<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">As a refresher to Petty Cash guidelines Please “See Below”<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">An original receipt must be provided with all of the following details:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">• Date of purchase<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">• Less than 60 days old<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">• Name of vendor<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">• Description of merchandise/service<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">• Total amount paid, including tax, if applicable<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">• Method of payment showing cash/credit/debit payment has been completed.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Common receipt issues<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">The description of merchandise / service is missing: Please request an itemized receipt from the vendor that shows these details.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Lost receipt, or receipt is damaged beyond being legible: Please request another itemized receipt from the vendor.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:blue">Bill Sutton</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:blue">Procurement Supervisor One</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:blue">University California Riverside</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:blue">170 Entomology</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:blue">Riverside, CA 92521</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:blue">Phone: 951-827-5704</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:blue">Fax: 951-827-3086</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:blue"><a href="http://entomology.ucr.edu/" target="_blank"><span style="color:#0563C1">http://entomology.ucr.edu/</span></a></span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"> <o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="color:blue">Work Schedule:</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="color:blue">Monday through Friday</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="color:blue">8am - 5pm</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="color:blue"> </span></i><i><span style="font-size:20.0pt;font-family:Webdings;color:green">P</span></i><i><span style="font-size:8.0pt;color:green">
</span></i><i><span style="font-size:7.5pt;font-family:"Tahoma",sans-serif;color:green">Please consider the environment
</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:7.5pt;font-family:"Tahoma",sans-serif;color:green">before printing this e-mail. Thanks!</span></i><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:black"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;color:red">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</span></i><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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