If there has been a suspected petty cash theft, custodians should report the theft to the department head, Stanford Police Department and the Office of the Treasurer (OOT), and request replacement funds, indicating "Theft."
Before You Start
Access to the Petty Cash Module in the Expense Requests system is required. Custodians are granted access after becoming certified.
- Inform the department head
- Inform Stanford Police at 650-723-9633
- Obtain a police report
- Notify the OOT of the theft by submitting a Support Request, including the petty cash number and amount stolen
- Attach a copy of the police report in the Support Request
Amount Stolen
Up to $100
The amount stolen must be entered as an expense line item in the Petty Cash module of the Expense Requests system. Refer to How to: Replenish Petty Cash
- Note there has been a theft in the Business Purpose field
- Enter the amount stolen as an expense line item
- Use an unrestricted or unallowable expenditure type when entering allocation information (e.g., Department Charge Account)
Greater than $100
The amount stolen must be entered in the Expense Report module of the Expense Requests system. Refer to How to: Create an Expense Report for SU-Payee
- Note there has been a theft in the Business Purpose field
- Enter the amount stolen as an expense line item
- Use an unrestricted or unallowable expenditure type when entering allocation information (e.g., Department Charge Account)
- Upload a copy of the police report as supporting documentation in Expense Requests, or print the Petty Cash Bar Code cover page in Expense Requests
- Read the instructions and obtain the fax number on the Bar Code cover page
- Fax the Police Report as supporting documentation, using the Bar Code Cover Page as the fax cover sheet
What Happens Next?
- Payment Services sends a replenishment check to the petty cash custodian’s ID mail address. Petty cash custodians should keep the check in the petty cash lockbox until it is ready to be cashed.
