Reconcile a Petty Cash Fund

1. Download Petty Cash Reconciliation Form for Cash Fund
2. Enter custodian name, department name, month and year of the reconciliation, petty cash account number and original petty cash amount
3. Access petty cash lockbox
4. Count bills and coins on hand
5. Enter the quantity of bills and coins in the shaded Count column on the left portion of the Form

The total of the bill and coin entries is automatically calculated and displayed in the Summary - Total cash on hand section on the right portion of the Form. 

1. Enter total amount of receipts not yet submitted for reimbursement
2. Enter total amount of reimbursement request(s) in process
3. Enter total amount of uncashed reimbursement check(s)

1. Verify that the total amount in the petty cash account row equals the original petty cash amount. The Difference field (row P22) should calculate to zero. 

Submit a Support Request for assistance if the reconciliation process ends with an overage or shortfall in the petty cash fund 

1. Enter your name in the Reviewed by, Printed Name field
2. Enter the department manager’s name in the Verified by, Printed Name field
3. Print to Adobe PDF
4. Sign and date the Form
5. Obtain the signature and date from the department manager
6. Retain all completed Petty Cash Reconciliation Forms in a shared department drive

Delegation of approval authority to designee must be in writing

• See below for an example of a completed reconciliation form for petty cash.

1. Download Petty Cash Fund Checking Account Reconciliation Form
2. Enter custodian name, department name, petty cash fund number, month and year of the reconciliation, bank name, checking account number and allocated fund amount
3. Enter the amount in the Bank Statement Ending Balance from the bank statement
4. Access the transaction register in the petty cash lockbox
    

1. Enter the amount of reimbursement requests in process  that have yet to be processed and posted to the bank account in the Reimbursement request(s) in process row
2. Enter the date, check number, payee and amount of all checks paid by the bank account not yet reimbursed

1. Enter the date, check number, payee and amount for all outstanding checks
2. Enter Bank Service Charges if any, along with other transactions that do not fall into the above categories in the Other Reconciling Items line, describe the item and enter the amount 

The Petty Cash Fund Balance is automatically calculated and displayed.

Verify that the fund in the Total Petty Cash Fund Balance row equals the Allocated Account Amount. The Difference field (row O25) should calculate to zero.

Submit a Support Request if the reconciliation process ends with an overage or shortfall in the petty cash fund.

1. Enter your name in the Reviewed by, Printed Name field
2. Enter the department manager’s name in the Verified by, Printed Name field
3. Print to Adobe PDF
4. Sign and date the Form
5. Obtain the signature and date from the department manager
6. Retain all completed Petty Cash Reconciliation Forms in a shared department drive
7. Submit signed reconciliation form by the 15th of the subsequent reconciling month to the Petty Cash Administrator via a Support Request