Accounting Office

Petty Cash (Replenishment Only)

Petty Cash funds support small, incidental departmental expenses. At UCR the process is shared between two offices. BFS handles only the replenishment of existing, approved funds, while Student Business Services (SBS) manages all fund creation and custodianship. This page clarifies BFS’s limited role and directs departments to SBS for all nearly all petty cash activities.

SBS Role: Creating and Managing Petty Cash Funds

The Cashier’s Office in Student Business Services (SBS) is responsible for:

• Establishing and authorizing new funds
• Approving custodians
• Managing fund increases, decreases, or closures
• Providing campus cash-handling requirements and compliance support

All policies, forms, and detailed petty cash guidance are maintained by SBS. For fund setup, changes, or policy requirements, please visit SBS Cash Handling Resources.

BFS Role: Replenishment in Concur

BFS supports departments by processing petty cash replenishments submitted through Concur Travel & Expense. Use this expense report type only if:

• Your department already has an approved petty cash or change fund, and
• You are the authorized custodian submitting receipts and have approval from SBS. 

Important Reminders

• Replenishments must be submitted within 60 days of the purchase date.
• Only authorized custodians may request replenishment.
• Concur cannot be used to request or modify a petty cash or change fund.
• A simulation of how to submit a petty cash expense report is included in the Concur: Non-Travel Reimbursements training in the UC Learning Center.

Who Does What?

Questions

Fund setup, custodianship, and cash-handling policy:
SBS – Cashier’s Office
SBS Cash Handling Resources

Replenishment questions (Concur submissions):
BFS Accounting Office – Travel & Entertainment 
Finance and Administration Support