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Location and Designated Staff. The GAAP rules recommend that petty cash funds are kept in a locked location, such as a cash box or drawer, with documentation of transactions. Businesses should designate a custodian of the petty cash fund and designate a different person to authorize or approve disbursement of the funds ...

Cash equivalents are highly liquid securities and other assets that can be easily converted into cash: money market funds, commercial paper, or short-term debt, like Treasury bills. However, on corporate financial statements, petty cash is listed in the "Cash and cash equivalents" section of the balance sheet.

Petty cash or cash funds are small amounts of cash held by a department to pay for low dollar, incidental expenses when another form of payment (procurement card, purchase order, check) is not appropriate or expedient, or to give change to customers when they are paying for goods or services.

Petty cash expenditures made by an individual in a department that has its own petty cash fund should be reimbursed via the petty cash fund in the department. Petty cash expenditures made an individual in a department that does not have its own petty cash fund are reimbursed by the Bursar's Office.

A petty cash advance is an amount issued from petty cash to allow an employee to pay for an organisation-related expense. The Petty Cash Book is used to record all Petty Cash Vouchers and is balanced fortnightly, or as necessary.

The "Cash Advance" expense category type represents an advance payment from the company to the user. It can be used in an expense report to indicate the amount advanced to an employee, who can then report expenses deducted from the Cash Advance.

A Petty Cash Fund may be used to advance cash to an employee for the purpose of making an authorized purchase for the department, or to reimburse the individual, directly from the Petty Cash Fund, for a pre-approved expenditure made with personal funds.