Petty Cash & Change Fund
Petty Cash
Petty Cash programs are commonly used for study subject compensation. The set-up of a petty cash program must be approved PRIOR to the start of cash distribution. Compliance is here to help answer questions, coordinate approvals and ensure adherence with University policies and procedures. Please allow up to 2 weeks for processing requests.
If you are considering starting a petty cash program you should first familiarize yourself with the following policies and forms:
Policies
- Finance Procedural Statement Petty Cash & Change Funds
- Administrative Policy Statement APS Propriety of Expenses
- PSC Procedural Statement Payment Voucher Authorization and Use
- PSC Procedural Statement Sensitive Expenses
- PSC Procedural Statement Study Subject Payments
Forms
- Payment Authorization (PA)
- Petty Cash/Change Fund Request (PCCF)
- Petty Cash Reconciliation (PCR)
- Study Subject Payment Questionnaire
Training Requirement
As of 5/1/2023 all new custodians of Gift Card, Petty Cash Fund, or Change Fund programs are required to complete the online Skillsoft training U00224 CU: Custodian Responsibilities – Gift Cards, Petty Cash, and Change Funds. This course should take approximately 30 minutes.
While the requirement is for new custodians, we also encourage anyone overseeing one of these programs to take the course and re-familiarize themselves with University and campus requirements and best practices.
The following resources were created to help you set-up, change, and close-out a gift card program.
- How to Submit a NEW Request for a Gift Card Program
- I’ve Been Approved for a Gift Card Program, What Now
- How to Close a Petty Cash Fund
- Supporting Documentation Guide
- Petty Cash internal controls - SAMPLE
- PC sample tracking log
- How to Replenish a Petty Cash Fund
- What to do if there is a Shortage or Overage to my Petty Cash or Change Fund
- Recognition Reporting Requirement FAQs
If you are considering a cash incentive:
- Guide to Cash Incentives
- Request for Cash Incentive Authorization
- Cash Incentive Internal Controls - Example
For further questions, please contact pcgc@ucdenver.edu.
Change Fund
Change Funds are exclusively used to make change when receiving cash from the public. No expenses of any kind may be authorized from a change fund.
If you are considering a Change Fund for business operations, you should first familiarize yourself with the following policies and forms:
Policies
- Finance Procedural Statement Petty Cash & Change Funds
- Administrative Policy Statement APS Propriety of Expenses
- PSC Procedural Statement Payment Voucher Authorization and Use
- PSC Procedural Statement Sensitive Expenses
- PSC Procedural Statement Study Subject Payments
Forms
The following resources were created to help you set-up, change, and close-out a gift card program. Please allow up to 2 weeks for processing requests.
- How to Submit a NEW Request for a Change Fund
- How to UPDATE an authorized Change Fund
- How to Close a Change Fund
- Supporting Documentation Guide
- What to do if there is a Shortage or Overage to my Petty Cash or Change Fund
For further questions, please contact pcgc@ucdenver.edu.