1.0 Reason for Policy

1.1 The purpose of this policy is to:

(a) Establish circumstances in which petty cash funds may be provided to
University departments and staff;

(b) Define allowable uses of petty cash funds; and

(c) Establish responsibility for safeguarding petty cash funds.

2.0 Policy Statement

2.1 A petty cash fund is a small amount of cash entrusted to a University of Manitoba employee. Its purpose is to facilitate the reimbursement of small, purely incidental, non-recurring University related expenditures in a timely and efficient manner.

2.2 Although it is recognized that some areas rely on petty cash to allow for efficient operation of University business, the provision of a petty cash fund is considered a privilege. This privilege may be withdrawn at any time.

2.3 Petty cash funds should never be used for: meals, entertainment, travel and business expenses. Reimbursement of these expenses should be claimed in accordance with the Travel and Business Expense Claims Policy.

2.4 The custodian of each petty cash fund is at all times responsible for the total of the fund.

2.5 Requests for new petty cash funds or replenishment of existing petty cash funds should be requested in accordance with the petty cash fund procedures.

3.0 Accountability

3.1 The University Secretary is responsible for advising the President that a formal review of the Policy is required.

4.0 Secondary Documents

4.1 The Vice-President (Administration) or the President may approve Procedures which are secondary to and comply with this Policy.

5.0 Review

5.1 Formal Policy reviews will be conducted every ten (10) years. The next scheduled review date for this Policy is April 23, 2018.

5.2 In the interim, this Policy may be revised or rescinded if:

(a) the Approving Body deems necessary; or
(b) the relevant Bylaw, Regulations or Policy is revised or rescinded.

5.3 If this Policy is revised or rescinded, all Secondary Documents will be reviewed as soon as reasonably possible in order to ensure that they:

(a) comply with the revised Policy; or
(b) are in turn rescinded.

6.0 Effect on Previous Statements

6.1 This Policy supersedes the following:

(a) all previous Board/Senate Policies, Procedures, and resolutions on the subject matter contained herein; and
(b) all previous Administration Policies, Procedures, and directives on the subject matter contained herein; and
(c) Policy 305 Travel Petty Cash Expense Claim Procedures.

7.0 Cross References

Cross referenced to:

(1) Petty Cash Procedure
(2) Travel and Business Expense Claim Policy
(3) Travel and Business Expense Claim Procedure