Guidelines for Petty Cash Reimbursement
- Please follow the petty cash guidelines and use the attached petty cash forms for reimbursement of your funds.
- As of January 1, 2007, the SAC Bursar Office will no longer process petty cash reimbursements if completed on an incorrect or old form.
- There are two forms per sheet so you will be able to use them on two different occasions.
- Original Receipt required
- Please use one receipt per form - up to $100.00 dollars per day and the receipt must be current (under 30 days).
- Any receipt that is more than 30 days old will require your department to submit a direct pay to Accounts Payable Department for reimbursement.
- Please submit forms with all required signatures.
- Make sure you have the proper FOAPL Account # with available funds in order to avoid any delays in your reimbursement.
- Purchases MUST be from authorized walk in vendors, no exceptions.
- Hours for Disbursement of Funds: Monday - Friday 9:00 A.M. - 11:00 A.M. and 2:00 P.M. - 4:00 P.M.
Please contact:
Michelle Gable at 486-0211 or mgable2@.alamo.edu
Junice Diaz at 486-0205 or jdiaz1@alamo.edu
with any questions or concerns about this process.
Guidelines for Travel Advance
- A Travel Advance request should be submitted to Business Office two weeks before the event.
- Your personal vendor number is mandatory. If a Faculty/ Staff member needs a vendor number established, Please contact acquisition at 485-0100 or http://www.alamo.edu/district/purchase/purchasing%20forms/Vendor%20Registration.pdf
- Please attach documentations needed and make copies for the bursar office to keep.
- The request forms should have all required signatures.
- If the faculty/staff member is requesting the travel advance for a student trip, please circle Student Travel on the top of the advance form.
Guidelines for Agency Account and Exhibit C
- For all Student Club Advances please notify the Business Office about the advance they plan to withdraw three days before the funds are needed, maximum cash withdraw for student club advances is $1,000.00 (One thousand dollars). For additional amount needed there is a 2 week waiting period per request.
- When submitting for a withdrawal the original document with all required signatures are mandatory before processing the request.
- Disbursement hours are Monday – Friday 9:00 A.M. – 11:00 A.M. and 2:00 P.M. – 4:00 P.M.
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