Petty Cash Payments are permitted up to a maximum $150 dollars at the University.  The University's Bursar's Office is responsible for overseeing the administration of all petty cash funds throughout the University. As such, it has the responsibility and authority to establish procedures for petty cash and to enforce those procedures. 

Bursar Policy

Petty Cash Policy (Imprest Fund) - Access the policy here

To access petty cash using your research grant account number you must obtain approval for the access to funds through the sponsored projects office. 

Step I:  Establish Account

1.  Write letter:  Letter to Bursar at main campus requesting Imprest account for study

 

• Addressed to Bursar David Glezerman
• 5 elements required in the letter (Temple Policy)

• The reason and justification for the fund,
• The dollar amount of the fund (for Example $250)
• The custodian of the fund
• The approval of the Budget Unit Head to whom the custodian reports, and
• How and where (location) the fund will be secured.

2.  Provide Letter for Approval:  Submit the letter to Sponsored Projects Office (HSC) for approval (Kathy Millard or Laurie Henry)

• Sponsor Projects has signatory Authorization and provides approval

3.  Fax Approval Letter with Original Letter to the Bursar Office

 Lezlie Jiles-Dept of Cash Operations

Lezlie Jiles

Manager of Banking Services

Department Of Cash Operations

1803 North Broad Street

115 Carnell Hall

215-204-1353

Step II:  Obtain Cash

Lezlie contacts you that check is ready-Request that the check be sent to HSC Bursar office

TEMPLE ID REQUIRED: Pick Up and Cash Check at the Bursar.

Health Science Campus Bursar: Located First Floor of Kresge Building

Step III:  Maintain Documentation

1. Daily Log Report -detailing the subject payments made on each day
2. Receipt for each patient transaction (Original Plus carbon copy)
3. Petty Cash Voucher Form- required for reconciliation of funds or to request additional funds

 

The Bursar only accepts originals!!!

You maintain a copy for your records

Step IV:  Safekeeping (Temple Policy)

Properly Secure the Cash:  Lock Box or Safe behind a Locked Door

• It will be the custodian's responsibility to provide adequate precautions for the safekeeping of the money in their custody.
• Efforts should be made to provide safekeeping in a locked steel file cabinet or a small safe to which there is limited and controlled access.
• Funds should not be left unattended and unsecured during office lunch periods, or other periods during the normal workday.
• Desk drawers are not considered appropriate overnight or other unattended storage, whether locked or not.
• Any money missing from the petty cash fund will be charged to the responsible department, and the custodian will be subject to disciplinary action.

Step V:  Obtain Additional Cash

When the cash supply is running low you can replenish the money by providing the following documentation to the Bursar to receive additional cash

1. Complete Petty Cash Voucher Form http://webserv.adminsvc.temple.edu/EmployeeForms/Forms/Bursar/BursarPettyCashVoucher.pdf
2. Provide Original Receipts to the Bursar

 

Step VI:  Closing out the account

Call Lezlie Jiles (215) 204-1353 and notify Lezlie you are closing out the account

Return the proper documentation and any cash to the Bursar

• Petty Cash Voucher Form Completed http://webserv.adminsvc.temple.edu/EmployeeForms/Forms/Bursar/BursarPettyCashVoucher.pdf

• Original Receipts
• Any Remaining Cash

 

Change in Custodianship (Temple Policy)

1. The Bursar's Office should be notified immediately, in writing, so that an audit may be performed and records properly adjusted.
2. Custodial changes that are not communicated to the Bursar's Office will not relieve the custodian of his/her responsibility.