Petty Cash Expenses

From this page, you can download the form used to list the details of Petty Cash transactions. This form must be submitted to the Accounting Sector along with the Petty Cash replenishment form. You fill find below the detailed instructions to complete this form.

 

Procedure to Complete the Petty Cash Expenses Form

This form is used to record all Petty Cash expenses incurred over a certain period of time and must be used in compliance with Policy 26 'Petty Cash'. When completed, the information on this form is used to make the journal entry in the Banner financial system.

Date

  • The date is automatically displayed. This field is protected.

 

Journal ID

  • Enter the Journal ID as generated by the Banner financial system.

 

Amount before taxes

  • Enter the amount before taxes as shown on the receipt.

 

HST

  • Enter the amount of the harmonized sales tax (13%) as shown on the receipt.

 

GST (5%) - 100% reclaimable

  • Enter the amount of the goods and services tax of items for which the GST is 100% reclaimable (mainly books).

 

GST (5%) - 67% reclaimable

  • Enter the amount of the goods and services tax of items for which the GST is 67% reclaimable (most goods purchased).

 

PST

  • Enter the amount of the provincial sales tax as shown on the receipt.

 

Total amount

  • Total amount which corresponds to the total shown on the receipt. This field is protected and the amount is displayed as per formula.

 

Amount posted to FOAP (including tax rebates)

  • Amount posted, by journal voucher, to the accounting key indicated on the form. This field is protected and the amount is displayed as per formula.

 

Fund/Orgn/Account/Prog

  • Enter the accounting key to which the expense must be posted to.

 

78% of provincial component of HST

  • 78% rebate of the provincial component of the HST to be posted, by journal voucher, to the receivable account 11851. This field is protected and the amount is displayed as per formula.

 

67% of federal component of HST and GST

  • 67% rebate of the federal component of the HST to be posted, by journal voucher, to the receivable account 11801. This field is protected and the amount is displayed as per formula.

 

100% of GST (mainly on books)

  • 100% rebate of the GST to be posted, by journal voucher, to the receivable account 11802. This field is protected and the amount is displayed as per formula.

 

Total disbursements (Petty Cash orgn & account of faculty/school/service)

  • Enter the fund, or the organization, and the Petty Cash balance sheet account to which the calculated amount must be posted to by journal voucher. The calculated amount is in a protected field and is displayed as per formula.

 

Cash On Hand

  • Enter the balance of cash left in the Petty Cash.

 

Petty Cash Total

  • Total amount (including the disbursements and the cash on hand) of Petty Cash. This amount must be equal to the Petty Cash amount shown in the General Ledger. This field is protected and the amount is displayed as per formula.

 

Custodian

  • Person responsible for Petty Cash disbursements. The custodian must date, sign and indicate his/her telephone extension.

 

Approver

  • Person having an approval authority, generally the custodian's supervisor. The approver must date, sign and indicate his/her telephone extension.

 

 


Financial Services is responsible for the maintenance of this form.

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