1. A petty cash account will be available to coaches for:
a. Meals for home/away regular or post-season contests or practice during University holiday periods or dining hall non-serving hours.b. Transportation costs including gas and tolls when necessary during team travel.
c. Lodging costs only when direct billing is not possible during team travel and the use of Purchase Orders or administrative Purchasing Card are not possible.
d. Other authorized necessities that may arise. Authorization will be given by account administrators in accordance with University policy.
2. Entry fees known in advance should be processed on a Request for Check or purchasing card, if accepted. Petty cash funds should be used for this purpose only when absolutely necessary. In all cases, documentation of the amount must be provided.
3. Petty cash checks should not exceed $800. Amounts in excess of $800 need to be requested on a "Request for Cash Advance" form. A few days after submission, the amount will be direct deposited to your individual account.
4. All requests for petty cash checks need to be addressed to Athletics Senior Secretary, Insurance (petty cash custodian) at least two business days in advance.
5. Checks can be made out either to head coaches or assistant coaches, but only to full-time faculty/staff members or part-time head coaches. Whoever the check is made out to must personally obtain it from the petty cash custodian.
6. A check in the amount needed will be drawn by the custodian and signed by the appropriate administrator.
7. When the coach to whom the check is made out picks up the check, he/she will sign the "Statement of Game Expense" form to signify receipt of funds. This will certify the amount received, date and event for which the funds are required.
The "Statement of Game Expenses" form will be kept by the coach to record needed information until the account is settled.
8. On the first business day following the event, the same coach (head or assistant) who received the check is responsible for "settling up" with the custodian. This includes:
a. returning unused funds (in exact amount - change will not be available),b. submitting receipts for all expended funds, and
c. signing and submitting "Statement of Game Expenses" form after account custodian initials to verify the amount of returned cash. The coach is responsible for completing all requested information on the form before submitting it.
9. Documentation must be submitted for all expenditures to the petty cash custodian. The documentation should either be:
a. A cash register receipt with the name of the establishment, date and amount or;b. A handwritten receipt for the amount spent including the name of the restaurant, date, amount and signature of the manager or;
c. a signed acknowledgement that an individual has received a specific amount of money for a particular meal on a stated date.
10. The custodian will:
a. Deposit all returned cash at the bank within one business day (it is retained in a safe until then), andb. Submit the game statement with the appropriate administrator's signature to Procurement Services. Documentation of expenses will be attached. When expenditures warrant, Procurement Services will send weekly reimbursement checks, equal to the amount expended, to the account administrator.
11. Monthly bank statements are sent first to the Office of the Internal Auditor and then to the account administrator. The account is reconciled by the custodian and verified by the Athletics Accountant.
12. On a monthly basis, or as requested, the custodian will also reconcile cash on hand with receipts and bank statements to be sure the imprest amount always results. This, also, is verified by the Athletics Accountant.
13. Approvals and signatory authority for the petty cash account are as follows:
a. The petty cash account is administered by the Associate Director of Athletics, Business & External Affairs. The account is in the custody of a separate member of the Business Office personnel.b. The account has two backup signatory persons for emergency use. These individuals are the Director of Athletics and the Athletics Accountant.
c. The Director of Athletics will approve all advances and settlements to the account administrator. A check to the account administrator may not be signed by himself/herself.