Deposits, Cash Advances, & Petty Cash

Cash & Check Handling Policy

The purpose of this policy is to establish and promote awareness of the minimum requirements and establish best practices for proper cash and check handling.  This policy is not only for the protection of the College monies, but also for the employees charged with cash handling.

Read the full Cash & Check Handling Policy.

Cash Advance

Requesting a Cash Advance

This process is through your Finance Center. Please click here to Request a Cash Advance. If you have further questions about a cash advance, please contact your Finance Center.


Returning Funds

Unused funds from a cash advance needs to be returned to the Cashier's Office. Excess funds can be returned in the form of cash or check. Please make check payable to Dartmouth College.

You will need to bring the completed Cash Advance Return Form when returning funds. If you would like a receipt, please bring two copies of the form.

Change Funds

A Change Fund can only be created for the sole purpose of providing change at a college event or location where customers are paying in cash with more than the exact amount. This fund is never to be used to pay expenses for an event. It is simply a fund to make change and should always remain the same amount as originally established.

Opening a Change Fund

A Request for Change Fund (xls) form is used to request the establishment of a Change Fund. This form must be fully completed and have proper approval signature from your department. The custodian (person opening the change fund) must bring the form to the Cashier's Office with proper identification to obtain the cash.

Change of Custodian

No transfers of these funds from one employee to another are allowed. The current custodian must close the fund by filling out the Request Change Fund form and checking the Close Fund box. The new custodian will need to follow the Opening a Change Fund procedure. The new custodian needs to bring the full amount of the fund to the Cashier’s Office to be verified.

Closing a Change Fund

The current custodian must close the fund by filling out the Request Change Fund form and checking the Close Fund box. Once complete, submit the form along with the cash to the Cashier's Office. The full amount of the fund must be returned.

Deposits

The Cashier’s Office handles departmental deposits. All deposits should be accompanied by a completed miscellaneous receipt. The miscellaneous receipt must have a complete chart string (natural class must be included), the amount of the deposit, and a line description. If you have more than three checks, please run an adding machine tape to verify the deposit amount and staple to your miscellaneous receipt. No checks should be stapled to the receipt. It is also recommended that you run an adding machine tape for cash deposits for accuracy. Please review all checks received for accuracy (i.e. correct date, signature) prior to making your deposit. Please refer to the cash and check handling policy.

Deposit Corrections

Corrections should be submitted through the Corrections, Journals, and Cost Transfer eForms for all Source System corrections, such as Cashier or Payables manual journal entries or cost transfers. When submitting for a correction to a transaction that has posted to the incorrect chart string account, it is necessary to provide the IRA Transactions “Corrections” Financial Report.

To access this report: 

  • Go to Institutional Reporting & Analysis (IRA)

  • Click on GL Transactions and use the Filter Selections to target your transaction for correction

  • Click “Apply”

  • Next in the Select a View drop down, select “Corrections”

  • Select to export to Excel

  • In the Excel, add the transfer to account where the transaction should be moved

Note: It only is necessary to complete the “Reason for Transfers” field on the eForm, when providing the GL Transactions “Corrections” Financial Report

Click here to learn more about Corrections & Cost Transfers

Direct Depositors should contact Institutional Accounting for their corrections.

Petty Cash

A Petty Cash Fund provides a College department with a means by which small or minor departmental business expenses can be paid for without the need for having a check drawn.

Petty Cash funds should be used only to pay small or minor departmental expenses. The fund should never be used for:

Travel and/or Entertainment Advances
Personal loans or cashing of checks
Change funds
Payment to individuals for services of a taxable nature
The purchase of the same item or items on a daily or recurring basis. These expenses should be handled through Accounts Payable, a purchasing card or other means.
Any other use where it would be more practical or appropriate for the expenditure to be disbursed in another manner.

Opening a Petty Cash Fund

A Request for Petty Cash Fund form is used to request the establishment of a Petty Cash Fund. This form must be fully completed and have the proper approval signature from your department. The custodian (person opening the petty cash fund) must bring the form to the Cashier's Office with proper identification to obtain the cash.

Replenishment of a Petty Cash Fund

The forms to request petty cash replenishment are below:

Petty Cash Replenishment (GL) (xls)
Petty Cash Replenishment (PTAEO) (xls)

Replenishments cannot exceed the total amount of the fund. Funds can be replenished as often as necessary but should be replenished at least once every six months.

Change of Custodian

No transfers of these funds from one employee to another are allowed. The current custodian must close the fund by filling out the Request for Petty Cash Fund form and checking the Close Fund box. The new custodian will need to follow the opening a petty cash fund procedure. The new custodian needs to bring the full amount of the fund to the Cashier’s Office to be verified.

Closing a Petty Cash Fund

The current custodian must close the fund by filling out the Request for Petty Cash Fund form and checking the Close Fund box. Once complete, submit the form along with the cash to the Cashier's Office. If some of the fund has been paid out, a replenishment form must be completed prior to closing the fund. The full amount of the fund must be returned.

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