We will be available for on-site petty cash transactions by appointment only.
To arrange an appointment for petty cash, please email us with at least one business day lead time with your request, and include:
- The custodian’s name and employee ID
- Their availability for the next business day between the hours of 9am-3:30pm (except for the lunch hour of 12-1pm)
- The type of request (new fund, replenishment, closeout)
You will be asked to send your completed and signed petty cash forms, required receipts, payment acknowledgement forms, etc. via secure file transfer service and will be provided with an appointment time. (We will try our best to accommodate your availability.) If the transaction involves picking up cash, only the petty cash custodian can come for the appointment.
We are committed to providing our partners with the same excellent service you’ve come to expect, and are available through email and Microsoft Teams.
A Petty Cash Fund is a cash fund kept secured for immediate use when a UVM purchase order or a UVM purchasing card cannot be used. Petty Cash transactions are overseen by Financial Reporting & Accounting Services, within University Financial Services.
Petty Cash Funds are maintained by a designated Custodian, who must be an ongoing, permanent UVM employee. Generally speaking, the fund should need replenishment at least once a month; that is, the total of the expenditures over a four-week period should equal the amount of the fund. This will vary, of course, but the objective is to minimize the chance of significant theft. If the fund does not need replenishing at least once a month, then it is too large.
The Petty Cash User Guide (PDF) describes the various types of petty cash funds; how to open, replenish, reduce, and close a fund; the necessary forms for each step of the process; and how petty cash accounting entries are created.