1. An individual may either pay for purchases from
personal funds or request an advance from the Department of Materials Management
upon signing a temporary receipt.
NOTE: Tulane University is exempt from state sales tax.
Individuals may obtain a letter explaining Tulane's tax-exempt status, from the
Department of Materials Management, and use this letter when making petty cash
purchases in order to avoid paying the state sales tax.
WARNING: Do not use this tax-exempt letter in order to make
purchases for any other use other than for Tulane's use. University policy
prohibits the use of this tax-exempt status by individuals for their own
personal gain. The Department of Materials Management reserves the right to
decide whether or not to reimburse an individual for state sales tax when it is
paid. The determination will be based on the commodity being purchased.
2. When requesting reimbursements made from personal
funds, the individual must complete a Request for Payment Form, with the
supporting original cash sales receipt or invoice attached, and obtain the
required Departmental and Business Office approvals. The approved Request For
Payment Form is then presented to the Department of Materials Management, and
the individual is reimbursed for the amount expended. An accumulation of petty
cash receipts may be combined on a single Request For Payment Form in order to
expedite processing and the approval process. If an advance has been received
prior to purchase, the original cash sales receipt or invoice and the unexpended
balance of the advance are to be returned to the Department of Materials
3. The completed Request For Payment Form must
include the appropriate account number and natural account to be charged, and
the supporting original cash sales receipt or invoice must show the sales date,
the amount, and the signature of the individual receiving the cash.
4. Two or more receipts from the same vendor bearing
the same date, and which in total exceed the $100.00 amount, will be questioned
and may be disallowed.
5. University policy prohibits cash transactions
between departments, as the Interdepartmental Transfer (I.T.) Form is to be used
in these instances.
6. Department or Budget Heads are responsible for
petty cash expenditures made by members of their departments.
7. All petty cash expenditures will appear on the
monthly budget statements, as charges to the applicable account number and
natural account, with the name of the Purchasing Manager used as the
8. A series of minimal cash purchases may not be
made in order to avoid regular established purchasing procedures.
9. No petty cash reimbursement for Health Sciences
Center departments will be made for supply type items, or their equivalents,
which can be obtained normally through the HSC Storeroom.
10. No petty cash reimbursement will be made for
travel expenditures, entertainment, and dues or membership payments.
Under certain circumstances, requests for petty cash advances for more than the
$100.00 limit may be allowed after pre-approval is obtained from the Director of