{"id":2429,"date":"2025-08-27T19:12:20","date_gmt":"2025-08-27T19:12:20","guid":{"rendered":"https:\/\/www.macalester.edu\/160-business-services\/?page_id=2429"},"modified":"2025-08-27T19:12:21","modified_gmt":"2025-08-27T19:12:21","slug":"pettycash","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/pettycash\/","title":{"rendered":"Petty Cash Reimbursement"},"content":{"rendered":"<h3 class=\"wp-block-heading\"><span id=\"m_6219559942761098541gmail-docs-internal-guid-613e1be9-7fff-fa48-9dd3-ad09bd43c983\">Petty Cash Reimbursement Form &#8211; for cash reimbursements for expenses less than $50&nbsp;<\/span><\/h3>\n\n\n\n<p>You may bypass the Petty Cash Reimbursement form, if you have been issued a Macalester Pcard.\u00a0 You can request to be reimbursed through the <a href=\"https:\/\/www.macalester.edu\/business-services\/pcard\/pcard-statement-review\/#Out\">Out-of-Pocket reimbursement submission<\/a> and your reimbursement will be deposited directly into the personal account you have designated.<\/p>\n\n\n\n<p>To request a cash reimbursement for expenses less than $50,<strong> PLEASE READ all the information below first, as you must have the approver, the FOAPAL and the receipt to upload with the form.&nbsp; &nbsp;<\/strong> &nbsp;Please complete the <strong><a class=\"external\" href=\"https:\/\/eform.pandadoc.com\/?eform=5d963f1a-7384-4f37-903b-3ffa53fb3836\">Petty Cash Reimbursement (eform)<\/a><\/strong>&nbsp;&nbsp;<em>to open the eform in a new tab, right click the link and select &#8220;Open Link in New Tab&#8221;.&nbsp; &nbsp;<\/em><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The form MUST be initiated by the person who is requesting the reimbursement.<\/li>\n\n\n\n<li><strong>Requestor<\/strong>, enter your name and email, then the Supervisor \/ Approver&#8217;s name and email to initiate the form.\n<ul class=\"wp-block-list\">\n<li>Administrative Coordinators CANNOT approve Department Chair&#8217;s Petty Cash form, approver is the Supervisor of the Department Chair.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Requestor<\/strong>, add your MAC ID, the business need for the expense (Description &#8211; Reason for purchase) , FOAPAL (Budget Code) &#8211; this field is <strong>optional<\/strong> for the Requestor to complete,&nbsp; the amount, and all receipts.&nbsp; <strong>Be sure to click SUBMIT to start the approval routing.<\/strong>\n<ul class=\"wp-block-list\">\n<li>Once the form is completed by the Requestor, it will be automatically routed first to the Supervisor \/ Approver.<\/li>\n\n\n\n<li>The FOAPAL is all numbers &#8211; see <a href=\"https:\/\/www.macalester.edu\/business-services\/faq\/#FOAPAL\">What is a FOAPAL? <\/a>&nbsp; for more information.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>The Supervisor \/ Approver<\/strong> will review request, check the receipt(s) by clicking on the attachment(s) and add the FOAPAL\/ Account Code to charge.\n<ul class=\"wp-block-list\">\n<li>Once the form is completed by the Supervisor \/ Approver, it will be automatically routed first to the Cashier.<\/li>\n\n\n\n<li>The FOAPAL is all numbers &#8211; see <a href=\"https:\/\/www.macalester.edu\/business-services\/faq\/#FOAPAL\">What is a FOAPAL? <\/a>&nbsp; for more information.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Once the Cashier has reviewed the request, the form will be emailed to you as a completed PDF.\n<ul class=\"wp-block-list\">\n<li>If you <strong>do not<\/strong> receive the completed PDF in a timely manner, open the acknowledgement email from Business Services regarding the form.&nbsp; Here, you will be able to view the signatures to see who hasn&#8217;t signed, and you can contact them to bring their attention to the request.&nbsp; &nbsp;See <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/?page_id=2289&amp;preview=true\">Form Notification &amp; Checking Form Status<\/a> for more information about form notifications.<\/li>\n\n\n\n<li>DO NOT go to the Cashier\/ Student Accounts office to pick up the Petty Cash Reimbursement UNTIL you have received the completed PDF.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Once the Requestor and\/or the Supervisor \/ Approver <strong>has received the Signed Copy (PDF) <\/strong>of the Petty Cash Reimbursement,<strong> the Requestor should:<\/strong>\n<ul class=\"wp-block-list\">\n<li>Bring to the 1st floor of 77 Macalester Street &#8211; Cashier \/ Student Accounts Office <strong>within one to two weeks:&nbsp;<\/strong>\n<ul class=\"wp-block-list\">\n<li>Petty Cash Reimbursement PDF printed<\/li>\n\n\n\n<li>Original or printed receipt(s)<\/li>\n\n\n\n<li>MAC ID<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>The person who is being reimbursed is the only person authorized to pick up the petty cash reimbursement.&nbsp;<\/strong><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><span style=\"font-weight: 400\"><strong>The Cashier<\/strong> will have the Requestor sign the Petty Cash Reimbursement acknowledging the receipt of the cash.&nbsp;&nbsp;<\/span><\/li>\n\n\n\n<li>If you would like to CANCEL a request, access the Petty Cash Reimbursement from the notification email, click on <em>other actions<\/em> and then <em>click DECLINE<\/em>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">For Petty Cash Reimbursements for Grants<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>\n<ul class=\"wp-block-list\">\n<li>Use <strong><a class=\"external\" href=\"https:\/\/eform.pandadoc.com\/?eform=c05571ab-3772-4702-8a21-f4300b2732e5\">Petty Cash Reimbursement for Grants (eform)<\/a><\/strong> <em>to open the eform in a new tab, right click the link and select &#8220;Open Link in New Tab&#8221;.&nbsp; <\/em><\/li>\n\n\n\n<li>Enter the PI as the Approver.<\/li>\n\n\n\n<li>Grants Accounting will the copied on the request.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Please note<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li><span data-key=\"474\"><span class=\"styled__StyledNode-sc-6ox0qd-0 sTQJf\" data-slate-leaf=\"true\"><span class=\"styled__StyledAdditionalNode-sc-6ox0qd-1 WmbfE\">Macalester\u2019s policy to issue no more than $50 per week to any individual from Petty Cash.<\/span><\/span><\/span><\/li>\n\n\n\n<li>If you are a Macalester Faculty or Staff, and your role requires frequent College-related purchases, consider applying for a <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/pcard\/\">Macalester Pcard.&nbsp;<\/a><\/li>\n<\/ul>\n\n\n\n<p>Contact the Cashier at <a class=\"email\" href=\"mailto:studentaccts@macalester.edu\">studentaccts@macalester.edu<\/a> if you have questions.<\/p>","protected":false},"excerpt":{"rendered":"<p>Petty Cash Reimbursement Form &#8211; for cash reimbursements for expenses less than $50&nbsp; You may bypass the Petty Cash Reimbursement form, if you have been issued a Macalester Pcard.\u00a0 You can request to be reimbursed through the Out-of-Pocket reimbursement submission and your reimbursement will be deposited directly into the personal account you have designated. To [&hellip;]<\/p>","protected":false},"author":44,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-2429","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2429","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/users\/44"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/comments?post=2429"}],"version-history":[{"count":53,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2429\/revisions"}],"predecessor-version":[{"id":10127,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/2429\/revisions\/10127"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/media?parent=2429"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}