Accounts Payable

Small Dollar Employee Reimbursements

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Reimbursement under $50

This policy and procedure replaces the campus petty cash voucher process:

• SDSU departments are encouraged to use the campus Procurement Credit Card (PCC) program, online requisitioning via Contract & Procurement Management, or the standard requisition process whenever possible.
• Small dollar purchases of this nature should be made only when circumstances are such that the use of a regular purchase order is not practical and a PCC card is not available. This procedure does not in any way replace established purchasing procedures or regulations.
• The SDSU Accounts Payable office will process employee reimbursements for small dollar, emergency purchases for the university with approval by the fund manager and Accounts Payable.
• Small dollar reimbursements must be submitted to Accounts Payable in a timely manner.
• A Small Dollar Disbursements Voucher [Excel]  [PDF] must be completed by the employee or the fund custodian, all appropriate signatures must be obtained, and original receipts must be attached.
• The reimbursement may not exceed $50.00 (exclusive of sales tax) per purchase or service (SAM 8112).
• Invoices may not be split in order to circumvent the small dollar purchase limit. Documentation and receipts must clearly identify the item(s) purchased, cost per item and the reason for the purchase.
• Goods must be received by the requesting department before the purchase may be reimbursed.
• Checks will be mailed to the employee to the location of their choice. Home or office addresses may be used at the employee’s discretion.
• All regulations and guidelines regarding appropriateness of purchases will remain in force.

Note: spending restrictions when no current year budget has been approved and signed include these small dollar reimbursements. Any purchases made during such a period must designate a source of reimbursement other than General Fund.

Questions & Comments

Direct your questions and comments to Accounts Payable at ext. 4-0894.

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Last updated September 18, 2006
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