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.

Use the Combined Cash and Check form when depositing cash and/or checks.

Cash Advance

Requesting a Cash Advance

A traveler may receive up to $500.00 in cash. The cash advance can be issued once your Finance Center has approved your request. You will receive an email that your cash advance (cash only) is ready to be picked up in the Cashier's Office.

Anything over $500.00 must be submitted to your Finance Center for a check to be issued. Traveler's Checks are no longer available

A cash advance must be approved by a supervisor or superior of the traveler or any other person in the department authorized to give approval for such transactions. Under no circumstances can the recipient of the cash advance approve his or her own cash advance request form.

A traveler may request a cash advance up to 10 days prior to the trip or event and if requesting a check we recommend submitting the request no less than 10 days in advance to allow enough time for processing.

If a traveler is unable to come to the Cashier's Office (101 McNutt Hall) to pick-up the funds, the payee may:

  • send someone in their place to collect the advance, but must sign and date the form on the Payee line. This is only permitted if receiving cash.
  • If requesting a check, please contact your Finance Center.

Request a Cash Advance

Returning Funds

Unused funds from a cash advance need to be returned to the Cashier's Office in 101 McNutt Hall. 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 for your return, please bring two copies of the form.

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.

Submit the Request for Petty Cash Fund form to request a new petty cash fund.

These the below forms to request petty cash replenishment:

If you have any questions or comments on the Cashier Office forms, please e-mail Cashiers.Office@Dartmouth.edu.

No transfers of these funds from one employee to another are allowed. The current custodian must close the fund by filling out the proper form (the Request for Petty Cash or Change Fund form and checking the "Close Fund" box) and submitting it along with the cash to the Cashier's Office. The full amount of the fund must be returned. If some of the fund has been paid out, a replenishment form must be completed prior to closing the fund. The new custodian must fill out a Request for Petty Cash/Change Fund form, obtain proper approval signature and bring the form to the Cashier's Office with proper identification.

Change Funds

This form is used to request the establishment of a Change Fund. A Change Fund can only be created for the sole purpose of providing "change" at a College event when customers are paying in cash with more than the exact amount. A Change Fund is never to be used to pay expenses for an event, it is simply a fund to make "change" and should at all times remain the same amount as originally established.

Request for Change Fund (xls)

If you have any questions or comments on the Cashier Office forms, please e-mail Cashiers.Office@Dartmouth.edu.

No transfers of these funds from one employee to another are allowed. The current custodian must close the fund by filling out the proper form (the Request for Petty Cash or Change Fund form and checking the "Close Fund" box) and submitting it along with the cash to the Cashier's Office. The full amount of the fund must be returned. If some of the fund has been paid out, a replenishment form must be completed prior to closing the fund. The new custodian must fill out a Request for Petty Cash/Change Fund form, obtain proper approval signature and bring the form to the Cashier's Office with proper identification.

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