Accounting Services

Petty Cash


Generally, all purchases should be made using a purchase order or by purchasing card; however, when neither of these options are practical or available, staff members may be reimbursed for purchases made with their own money.

Original receipts are required for all reimbursements. No purchases will be reimbursed without valid receipts. No reimbursement will be made on the basis of handwritten receipts or "generic" receipts of the type that can be purchased from office supply stores. No receipts without the imprinted name and or logo of the vendor will be accepted.

No Indiana Sales Tax will be reimbursed. As a state agency, IPFW is exempt from paying Indiana Sales Tax. Staff members intending to make incidental purchases out-of-pocket should contact the Purchasing Department (16800) to receive a general sales tax exemption certificate before making any purchases.

Instructions for Obtaining Petty Cash Reimbursements

Incidental purchases are reimbursed using the FW Business Office Form A003 Petty Cash Reimbursement, which is completed by your Business Manager or Accounting Services. A staff member seeking reimbursement must present original receipts in order to be reimbursed. Staff members from departments without Business Managers must present their receipts at Accounting Services.

Petty cash cannot be used to reimburse the following items:

  • Any single item that exceeds $50.00 in cost;
  • Purchases from a single vendor that exceed $100.00 on a single day;
  • Items available through university stores;
  • Items and services available through printing services;
  • Items that are restricted by university policy. 
  • Items that are travel expenses (e.g. parking receipts, registration receipts).   These must be reimbursed using normal travel procedures.
  • Indiana sales tax.  (To avoid being charged Indiana Sales Tax, obtain a general tax exemption certificate from Purchasing prior to going shopping.

Employees who purchase these restricted goods or services with their own money do so at their own risk.

Instructions for Completing the Form A0003

  1. Enter the Date of the reimbursement.
  2. Enter the name of the staff member being reimbursed. (This need not be the person picking up the money from the Bursar's office.)
  3. Enter a description of the items for which reimbursement is being requested. Be sure to include the purpose for which the items were purchased. General descriptions, like "lab supplies for chemistry lab use" are sufficient.
  4. Enter the total value of the receipts for which reimbursement is being requested.
  5. Enter the amount Indiana sales tax (if any) that is included in the total value of the receipts.  Indiana sales tax cannot be reimbursed.
  6. Subtract the sales tax from the total value of the receipts to determine the "Total Reimbursed" amount.
  7. Enter the account number(s) and G/L account(s) to be charged with the reimbursement.
  8. Total up the amounts charged to all accounts and G/L accounts used. This amount must agree with the "Total Reimbursed" amount.
  9. Obtain the signature of your Business Manager or Accounting Services staff member completing the Form A003.
  10. If any of the dollar or commodity limitations listed above are exceeded, a Purchasing Agent must approve an exception before any reimbursement can be given.
  11. Once the necessary signatures have been obtained, the employee or his or her designated representative may take the form, along with the original receipts, to the Bursar's office for reimbursement.
  12. Once the form has been completed, it must be signed by both the account manager whose account is being charged, and by the business manager for the account. The voucher may then be presented at the Bursar's Office for reimbursement.

Important Information About this Web Site

West Lafayette Campus References
References to offices and employees on the West Lafayette campuses should be substituted with IPFW equivalents.  If in doubt, contact IPFW Accounting Services. 
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