How To:  Replenish Petty Cash

Step 1 – Log in to Expense Requests, Petty Cash Module

1. Go to https://ofweb.stanford.edu
2. Enter your SUNet ID and password
3. Click SU Expense Requests
4. Click (Petty Cash) Replenishment link

Step 2 – Complete General Information

1. Select Payee
   
   
   Note:  Payee Address and Payment Method auto-fill based on Payee selection.
   
   
2. If Rush Processing is required:
   
   
   Rush Processing

   1. Select Yes from the drop-down
   2. Select Check as Special Payment Type
   3. Select Delivery Option
   
   
3. Enter Business Purpose for the request
   
   
   Note:  Default is Petty Cash Replenishment. In most cases, this description will be sufficient.
   
   
4. Enter Payment Memo to appear on check or transaction notification (optional)
   
   

   ~ OR ~

   Select Copy Business Purpose checkbox to copy Business Purpose as the Payment Memo

   Note:  Only first 80 characters will appear on the check.
   
   
5. Click Next

1. Click Choose File
2. Select file to upload
3. Click Upload Expense Lines to populate transaction lines
4. Click Next
   
   
   Note:  Excel file must be saved in .CSV format.

1. Click Add Line to display transaction entry fields
2. Enter Receipt Number from sales receipt
3. Enter Date of expense (format as 15-JAN-2015)
4. Enter Amount of expense
5. Enter name of Payee
6. Select the Expense Type from the list that best classifies the transaction
7. If no documentation will be submitted, click Missing Documentation checkbox and provide an explanation in Remarks field
8. Repeat for each additional transaction
9. Click Next

1. Enter Project, Task, Award information for each line
2. Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

1. Click the radio button to select one, multiple or all expense lines
2. Select one of the pre-set expense allocations from My Allocation drop-down list
   
   
   Note:  See How To: Set My Allocation Preferences.
   
   
3. Click Apply
4. Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

• To enter a new PTA (not in My Allocations) and allocate to one, multiple, or all expense lines, and/or
• To enter a split PTA allocation and allocate to one, multiple, or all expense lines

1. Click the radio button to select expense lines to be allocated
2. Click Update Allocation
3. Select an Allocation Method
   • Equal Split
   • Amount Split
   • Percentage Split
4. Click Add Another Row to provide space to enter each PTA to be in the split
5. Enter Project, Task, Award information (PTAs)
6. Enter Percentage of split for each PTA, if necessary
7. Enter Allocation Reason to describe the reason for allocation to multiple PTAs (optional)
   
   
   Save Allocation in My Allocation Preferences
   

   You may save this allocation in your My Allocation Preferences for use again.

   1. Click Add Allocation Set to My Allocations checkbox
   2. Enter the Allocation Name
   
   
8. Click Apply
9. Select Expenditure Type for each line. A commonly used expenditure type may appear. If the field is blank, select from the drop-down list.

See Demo

1. Select one of the pre-set approvers from My Approvers drop-down list
2. Click Apply
3. Enter the approver's sequence or send in parallel (enter 1,2,3 for sequence; assign all approver's "1" for in parallel routing)
4. Enter Notes to each approver (if needed)
5. Click Next when the Approver Routing List is complete

Notes:

• FYI Recipients do not "approve" the expense report
• If you delete an approver by mistake, click Populate/Refresh to return to original default approver.
• If you feel an approver is incorrect for a PTA, please have that approver put in a HelpSU request to have the authority updated.

1. To add default PTA approver(s), click Populate/Refresh
   Note:  Approvers that display when Populate/Refresh is selected will have the appropriate approval authority for the PTAs. If you have allocated to more than one PTA, there could be more than one approver showing in the approver routing list.
2. Enter the approver's sequence or send in parallel (enter 1,2,3 for sequence; assign all approver's "1" for in parallel routing)
3. Enter Notes to each approver (if needed)
4. Click Next when the Approver Routing List is complete

Notes:

• FYI Recipients do not "approve" the expense report
• If you delete an approver by mistake, click Populate/Refresh to return to original default approver.
• If you feel an approver is incorrect for a PTA, please have that approver put in a HelpSU request to have the authority updated.

1. Click Add
2. Click the magnifying glass icon
3. Enter the approver's name (Last name, First name)
4. Click Go
5. Click Quick Select icon next to the approver's name
6. Select Approver or FYI from Approver / FYI drop-down list
7. Enter the approver's sequence or send in parallel (enter 1, 2, 3 for sequence; assign all approver's "1" for in parallel routing).
8. Enter Notes to each approver (if needed)
9. Click Next when the Approver Routing List is complete

Notes:

• FYI Recipients do not "approve" the expense report
• If you delete an approver by mistake, click Populate/Refresh to return to original default approver. There must be a "Yes" displaying in the default approver column for at least one approver per PTA.
• If you feel an approver is incorrect for a PTA, please have that approver put in a HelpSU request to have the authority updated.

Step 6 – Reconcile Fund

1. In the spaces provided, enter the counts for all bills and value of all on hand
2. Enter outstanding amounts for receipts not yet submitted and/or un-cashed reimbursement checks
   
   
   Note:  Outstanding items should only reflect specific dollar amounts for items you are aware of, and should not be used to account for shortage.
   
   
3. In the Summary section, verify that the fund balances
   
   
   Notes:

   1. Difference field should be zero.
   2. If the fund does not balance, an Explanation for Difference field appears where you must provide a reason for the overage / shortage.
   3. Contact the Financial Support Center (3-2772) for assistance.
   
   
4. Click Next when reconciliation is complete

Step 7 – Review

1. Review the transaction carefully for completeness, accuracy, and policy compliance. See the tabs marked Expense Lines, Expense Allocations, Approvers, and Approval Notes for additional information
   
   
   Note:   Use the Back button, if necessary, to return to previous pages for corrections.
   
   
2. Click Submit to submit the transaction once all receipts and backup documents have been attached

Step 8 – Submit Receipts and Backup Documentation

Electronic files of required documentation should be placed on your computer's desktop.

1. Click Submit/View Receipts
2. Upload electronic files of required documentation:
   • Click Choose Files to navigate to file(s) to upload
   • Highlight the file
   • Click Open
   • Repeat until all documents are displayed in Files ready to upload
   • Click Upload file(s). The files should appear in the View Attachments table
     

     ~ OR ~

     Click Bar Code Cover Page to view and print the cover sheet to fax receipts

   • Click Close