Instructions for filling out Petty Cash Reconciliation Form
Instructions for filling out Revolving Fund Reconciliation Form
• Name of Fund:
• Date:
• 1. Total of Vouchers Attached: Total amount to be reimbursed. This amount should be same as the total on the Departmental Revolving Fund Invoice Voucher. Request reimbursement of all checks you have written to-date.
• 2. Items In Transit: This section is for items that are part of the total fund balance.
o Outstanding Cash Advances: The total of any advances made to individuals for purchases or payments to subjects where the amount has not yet been documented. All advances in one month should be resolved before the next reimbursement request.
o Deposits/Reimbursement Requests in Transit: Include any deposits made to the bank that do not appear on the bank statement, any reimbursement checks received but not yet deposited and any reimbursement request sent to Financial Services that you have not yet received a check for.
o Other: Overage or shortage that cannot identified, bank error(s) that has not been resolved yet or any rejected vouchers that need to be reviewed and corrected.
• 3. Cash on Hand this Date: Amount of fund still available for expenditure.
o In Currency: Only cash accounts should have currency available.
o In Bank Account: The ending balance on your most current bank statement.
o Less Outstanding Checks: Total of all checks written but which have not cleared the bank. Do not include any checks you have stale-dated. Subtract the outstanding checks from the bank balance and carry only the difference into the right hand column.
• TOTAL AMOUNT OF FUND: Total of all Items listed in right hand column. The items in the right hand column should consist of the amount being requested for reimbursement, all items in transit and either amount of currency or the difference between the bank balance and the outstanding checks. This total should equal the amount of the revolving fund. If the total is not accurate, an overage or shortage needs to be recorded in section 2 under other and investigated. The difference should be resolved before the next reimbursement request.
• PART B CUSTODIAN'S CERTIFICATION:
• PART C FUND VERIFICATION: Leave blank. This section is only used for fund verifications as outlined in the Safeguarding your Fund.
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