Updates to Cash Advances for Human Subjects, Petty Cash, and Change Funds
An updated job aid for "Cash Advances for Human Subjects, Petty Cash, and Change Funds" will be posted to the Administrative Resource Center (ARC) on Monday, December 11. The job aid has been enhanced and describes how to request petty cash/change funds while also outlining the related accounting impacts.
New spend and revenue categories have also been created to support this process. The naming conventions for select new spend categories and revenue categories have been updated to provide more visibility to the related accounting changes. These updates allow for more direct mapping to ledger accounts for change funds and more transparent description of selection options.
End users should review the changes listed below to determine whether spend category or revenue category selections should be updated during the process for cash advances for human subjects, petty cash, or change funds.
| Activity | Process | New / Updated Spend or Revenue Category | Replaces | Links to Ledger Account |
|---|---|---|---|---|
| Open Petty Cash | Miscellaneous Payment Process | SC10975 - Petty Cash Withdrawal | SC10975 - Petty Cash Replenishment | 10020 - Petty Cash |
Replenish Petty Cash – Non-OSP | Miscellaneous Payment Process | SC10975 - Petty Cash Withdrawal | SC10975 - Petty Cash Replenishment | 10020 - Petty Cash |
Replenish Petty Cash – OSP | Miscellaneous Payment Process | SC10249 - Research Subjects (no change to existing process) | SC10249 - Research Subjects (no change to existing process) | 66050 - Other Expense |
Close Petty Cash | Cash Sale | RC1818 - Petty Cash (Deposit) | RC1818 - Petty Cash | 10020 - Petty Cash |
Record Petty Cash Shortage | Reconciliation of Petty Cash | SC11015 - Petty Cash or Change Fund Short | N/A – No Prior Spend Category | 66050 - Other Expense |
| Activity | Process | New / Updated Spend or Revenue Category | Replaces | Links to Ledger Account |
|---|---|---|---|---|
| Open or Replenish a Change Fund | Miscellaneous Payment Process | SC11014 - Change Fund Withdrawal | SC10975 - Petty Cash Replenishment | 10030 - Change Fund |
Close a Change Fund | Cash Sale | RC1842 - Change Fund Deposit | RC1818 - Petty Cash | 10030 - Change Fund |
Record Change Fund Revenue | Reconciliation of Change Fund | RC1087 - Change Fund Over | RC1087 - Cash Over and Short | 42000 - Sales and Services |
Record Change Fund Shortage | Reconciliation of Change Fund | SC11015 - Petty Cash or Change Fund Short | N/A – No Prior Spend Category | 66050 - Other Expense |