General ledger system manual - lsu/fas - Finance and Administrative ...

C. Limitations on Use1. Petty cash funds are not to be used for routine or recurring expenditures, but only forunforeseen purchases or in other instances of expediency wherein it is clearly in the bestinterests of the University to do so. Substantial justification in writing should be made forthe use of petty cash funds of expenditures which do not appear to fall within the scope ofthis limitation.2. The splitting of purchases to stay within the $100 limitation is not permitted.3. Food items may not be purchased from petty cash unless specifically related to an officialUniversity function. Such official functions must be approved by the Chancellor, with acopy of the approval attached to the reimbursement request. The expense for foodpurchased should be coded to object 6580 (Entertainment).4. No disbursement to cover the following items should be made from petty cash:a. Purchases in excess of $100.b. Purchase of items inconsistent with University policy; such as, but not limited to, desksets, decorative items, and business cards.c. Items of general departmental usage which are stocked in University Stores or forwhich purchase orders are normally issued.d. Any wage or salary payment or earnings advance.e. Check cashing.D. Post AuditThe Office of Accounting Services performs a post audit of all petty cash reimbursements. Anyreimbursement for unauthorized or improperly documented purchases will be disallowed, anda refund of such reimbursement will be required.For complete rules governing the use of Petty Cash Funds see BOP 17-1.UPDATING Rev 06/93PETTY CASH REIMBURSEMENTS