For Employees

Petty Cash Procedures and Guidelines

There is a $200.00 limit per petty cash voucher. Petty cash vouchers must be approved and issued prior to making any purchases. Total purchases exceeding the established $200.00 limit will not be reimbursed. Also, an employee may take out one petty cash voucher, per account number, at one time.

There is a three day turn around time on all petty cash vouchers. All receipts must be original, unaltered, and indicate "paid." Receipts with personal items will not be accepted. In addition, a money order is not considered a receipt.

Petty cash is for local purchases only, and may not be used for services.

Advances are used for advance funding for a trip or special event.

A cash advance is requested via a CFS requisition. A check is cut at the District Office and delivered to the Phoenix College Cashier's Office.

Advances have a five (5) day turn around time from the date of the trip/event. Original, paid receipts must be submitted to clear an advance. For lodging, a detailed receipt listing all specific charges must be submitted. Any unauthorized services such as movies, room service or phone calls may not be included in expense totals. In addition, all unused cash must be returned. The limit for cash advances is $1,000 (unless otherwise approved by the Fiscal Office).

Payroll Checks

Payroll checks may be picked up during the open hours of the Cashiers Office, no early distribution of paychecks is allowed. An employee may only pick up their own paycheck and valid photo identification is required. Checks that are not picked up will be mailed the following Thursday.