Petty Cash

Petty Cash Fund

A petty cash fund is established through an advance of funds by Bursar and Treasury Services. Departments can seek approval to establish a petty cash fund to handle small, unanticipated purchases from vendors when immediate payment is required and the formal University of Georgia purchasing and billing processes are impractical or cannot be used. Petty cash should only be used when there are no other available purchasing options. The petty cash policy is located here.

Submit New Petty Cash Application
Edit Existing Petty Cash Account
View Status of Petty Cash Account

Change Fund

A change fund is established through an advance by Bursar and Treasury Services for the purpose of making change for customers. Additional information on change funds can be found in the petty cash policy here.

Submit New Change Fund Application
Edit Existing Change Fund Account
View Status of Change Fund Account

Research Compensation Fund: Prepaid Visa Cards

Use Prepaid Visa Cards to compensate research participants. These cards provide transparency to all processes, simplify reporting, ensure federal and state compliance, create a safe payment method, and reduce administrative burden. Learn more about our Participant Prepaid Visa Cards here.

Submit New Prepaid Visa Application
Edit Existing Prepaid Visa Account
View Status of Prepaid Visa Account

Reconciliations: Petty Cash, Change Funds, and Walmart Gift Cards

Reconciliations must be submitted to Bursar and Treasury Services twice per year (March and October for all accounts). Monthly reconciliations are required and must be independently reviewed and available upon request from Bursar and Treasury Services or Internal Audit at any time. They should be reviewed and signed by the Custodian, Reconciler and Department Head

Starting in 2025, the Bursar and Treasury Services team introduced a new, streamlined process for reconciliations. Moving forward, units will be prompted in March and October to complete reconciliations, rather than having to initiate these on your own. CBOs and their delegates can view the status of their units’ reconciliations via the links below. Reconcilers will receive an email from Smartsheet at the beginning of March/October to complete the reconciliation process.

View Reconciliations as CBO:

CBO View: Petty Cash
CBO View: Change Fund
CBO View: Gift Cards

View Reconciliations as Delegate:

Delegate View: Petty Cash
Delegate View: Change Funds
Delegate View: Gift Cards
CBOs Only: Set Delegates