Reimbursement Through Petty Cash System
FOR PETTY CASH REIMBURSEMENT REQUEST UP TO $250.00 – PROCESSED BY THE STUDENT BUSINESS SERVICE OFFICE (BOND HALL RM 112)
Citadel faculty and staff may be reimbursed for Citadel related out of pocket purchases (up to $250.00) by completing the Petty Cash Reimbursement Form bring the completed form to the Student Business Services office during regular business hours of 9:00am – 4:30pm Monday-Friday (Hours may change in the Summer. Please note that faculty and staff are recommended (if available) to use their department procurement card for department related purchases.
When completing the form, faculty or staff members must have the original receipt, the correct 6-digit account number and original signature of the employee needing reimbursement and must then be signed by the department head or Vice President (original signatures only – no signature stamps).
FOR EXPENSE REIMBURSEMENT FOR OUT-OF-POCKET PURCHASES GREATER THAN $250.00 – Direct Payment Request Submission to Citadel Accounts Payable Office
- Citadel faculty and staff that need to be reimbursed for out-of-pocket expenses that are GREATER than $250.00, ALL Employees that are needing approved expenses reimburse through Citadel Accounts Payable office via a Direct Payment Request form: https://web.citadel.edu/root/images/fins/directpayrequest.xls
- Original, itemized receipts that clearly show items purchased and proof of payment must be attached to the Direct Payment Request form. Credit card charge slips alone are not proper documentation for these expenses. If reimbursement is for more than one individual, each individual receiving Expense Reimbursement must sign the form. The form must then be signed by the department head or Vice President (original signatures only – no signature stamps).
- Cadet Advances for travel and meal may be requested for cash via the Student Business Services with 48-hour prior approval. The Citadel does recommend that planning by the departments for any travel and meal requests should be processed via the Citadel Accounts Payable office. These Advances are to be settled in a timely manner – at least within a week of return from the trip. The department may not be eligible to request another advance until all advances are settled.
- PLEASE NOTE – All Citadel related travel or entertainment expenses are processed through the guidance provided by the South Carolina Comptroller office information: Travel Forms and Mileage Rate | Comptroller General (sc.gov)