UNIVERSITY OF VIRGINIA
          FINANCIAL AND ADMINISTRATIVE PROCEDURES MANUAL



TITLE:  PREPARATION OF REQUEST FOR PETTY CASH,      PROCEDURE:  4-4
        PETTY CASH CHECKING, OR CHANGE FUND                         
                                                                   
                 
Policy Reference:              IV.B.1

Form:                          Request for Petty Cash, Petty Cash
                               Checking, or Change Fund (UT-50)

Obtain Blank Forms From:       Bursar's Office, 982-6000

Forward Completed Forms to:    Send original and one copy to
                               Bursar's Office, Carruthers Hall.

Purpose

Concerning a petty cash, petty cash checking, or change fund:

      To establish,

      Request an increase in the amount,

      Report the amount decreased,

      Report the account closure, and

      Report a change of custodians,


PETTY CASH, PETTY CASH CHECKING AND CHANGE FUNDS

Increasing the Fund

The amount of a fund may be increased by a supplemental request,
provided the increase is justified.  The justification must show
the fund is not adequate, even though the policies on restrictions
and frequency of reimbursement are being met.

Decreasing a Fund

A fund should be reduced whenever the total amount of the fund
exceeds the actual needs for the department or activity.  That
portion of the fund in excess of the department's needs should be
returned to the Bursar's Office with a supplemental request
indicating the amount by which the fund is being decreased.  Also
complete a UT-48 to show method of returning the excess.

See also Procedure 4-11, "Preparation of Deposit/Receipt Form."


Closing a Fund

All funds, regardless of whether established for a specific or an
indefinite period of time, should be returned - after being
reimbursed - to the Bursar's Office when the funds are no longer
needed.  Complete both a UT-48 and a "Request for Petty Cash, Petty
Cash Checking, or Change Fund" to document the action taken.

See also Procedure 4-11, "Preparation of Deposit/Receipt Form."

Change of Custodian

The "new" custodian completes a "Request for Petty Cash, Petty Cash
Checking, or Change Fund" to document the action taken.  The name
and signature of the "former" custodian is also required.  

Instructions

The numbered items on the sample form should be completed as
follows:

1.    Date of preparation.

2.    Full name of custodian.

3.    Custodians's phone number.

4.    Custodian's social security number.

5.    Name of department submitting request.

6.    Messenger mail address.

7.    U.S. mail address.

8.    Type of fund requested.

 Note:  Only one type of fund per request.  Checking account
 requests must have a "Bank Account Authorization" attached.  See
 Procedure 4-3, "Preparation of Bank Account  Authorization."

9.    Length of time the fund will be needed.

10.  Indicate if the request is for a New Fund.

11.   Proposed name of fund.

12.   Amount requested.  Note:  The following dollar limits:

 Petty Cash               $500
 Petty Cash Checking      $2,500
 Change                   $200

 Effective July 1, 1994 amounts above those listed will require
 special written approval from the appropriate Dean or Vice
 President.

13.   Proposed use of fund.

14.   Proposed location of fund.

15.   Provisions for safeguarding the fund.

16.   Expected dollar amount of purchases.

17.   Expected frequency of reimbursements.

      Note:     All petty cash and petty cash checking accounts
                must be reimbursed at a minimum of every 30 days,
                regardless of dollar amount of reimbursement.

18.   Indicate if the request is for an increase and the amount of
      increase requested.

19.   Explain reason for increase.

20.   Indicate if the request is for a decrease and the amount of
      the decrease.

21.   Indicate if request is for Fund Closure and the amount.

22.   Indicate a change of custodian.  The New Custodian is to
      complete the request.

23.   List all petty cash funds, amounts, and custodians currently
      held by the department.

24.   Enter the custodian and department head signatures.

25.   LEAVE BLANK.


                                                                   
ISSUED BY:                                                 04/05/94

University Bursar              4.4.3