1. Permanent accounts may be further divided into two types: non-reimbursable and reimbursable.
   • Non-reimbursable accounts are not used to purchase items. Instead, they are designed to allow departments to make change. The total amount held in the account stays the same; therefore, reimbursements are not needed.
   • Reimbursable accounts are designed to facilitate payment of small or emergency purchases.
2. Temporary accounts are designed to accommodate the needs of short-term, grant-funded projects. Generally, they are used to cover payments to participants or for incidental charges related to the project.

•  Petty cash is a form of payment that should be used for small and incidental purchases of $250 or less, and for items that cannot be paid using the PCard or a Purchase Order (PO). The nature of the expenditures allowed to be paid depends on the source of funds used to pay for the specific charge.
  • For example, if the department being charged is a concession fund (10006), then you can pay for food using petty cash. For additional guidance on fund use, please visit the UCF Expenditure Guidelines.
• Petty cash may be used for cash incentives to pay research participants.
•  Use form Petty Cash Disbursement Log (Form 41-988). Provide each petty cash recipient’s name and signature.  Provide the identifier (unique number assigned to participants to maintain confidentiality and signatures are not required), date and incentive amount that was distributed to the participant. The completed log MUST be submitted when requesting replenishments of petty cash.
•  Petty cash is not intended to reimburse expenses.  Instead, the custodian should provide money to the individual, have them sign for the funds, and provide a purpose for the purchase.  The individual should return the receipts and any unspent funds to the custodian.

• Complete form 41-565 (Petty Cash and Change Fund Assignment).
• The petty cash custodian must complete the form and sign it.
• Forward the form to the responsible fiscal officer (RFO) or the dean, director, or chair (DDC) of your department for approval.
• Send the signed form to Finance and Accounting (F&A), 12424 Research Parkway, Suite 300, Orlando, FL 32826‐0975, OR email to FAPettyCash@ucf.edu.
• An accounting staff member and associate controller will review the form and, if appropriate, will approve the petty cash request. A maximum amount of $1,000 for each request is allowable for each area. Any requests of petty cash greater than $1,000
  will be forwarded to the university controller for approval.
• F&A General Accounting will provide the requesting custodian with a petty cash vendor identification number (VID), which is different from the original employee ID (EMPXXXXXXX) that was assigned to the petty cash custodian as a university employee.
• A check will be issued and the custodian will be informed when it is ready for pick up at the F&A front desk, 12424 Research Parkway, Suite 300, Orlando, FL 32826‐0975. The check may be cashed at the UCF Federal Credit Union located on the main UCF campus or the Bank of America branch at the intersection of Alafaya Trail and Research Parkway.
• All petty cash funds should be maintained in the form of cash at all times and secured in a locked box with limited access.
• Petty cash audits may be performed periodically and without prior notification.

• Provide an approved Institutional Review Board (IRB) form which documents the end date of the research.
• The budget information showing authority to pay participants.

• If the request is submitted on a Friday, the earliest the check will be available is the following Wednesday.
• If requests are submitted Tuesday or Thursday afternoon, your petty cash will not be processed until the next pay cycle.

Option 1

• Initiate an online requisition including departments/projects, account codes, and amounts to be charged as separate lines for the various expenditures (See “What account codes can be used for petty cash expenses?”). 
•  Attach a copy of the receipts and submit the requisition in UCF Financials. The requisition will automatically be routed via workflow for appropriate approval(s), forwarded to the respective buyer tied to the category, and sourced to a PO.
• The petty cash custodian should send an email to FAPettyCash@ucf.edu (input subject line: Replenish Petty Cash), attach scanned copies of the original receipts, and provide the approved PO number for the expenditures OR mail the original receipts with the approved PO number to the F&A office, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975.
• All receipts must be taped to an 8½” x 11″ sheet of white paper (no color paper allowed) to reduce the risk of losing documents. Tape the top and bottom of the receipts, side by side, and use additional sheets if necessary. For scanned copies, make sure the receipts and documentation is legible.

Option 2

• Initiate a zero-dollar online blanket requisition for the department/project in which the petty cash was established using category code 99005002 and account code 749999.
• The requisition will automatically be routed via workflow for appropriate approval and forwarded to the respective buyer tied to the category, and sourced to a PO.
• The petty cash custodian should send an email to FAPettyCash@ucf.edu (input subject line: Replenish Petty Cash), attach scanned copies of the original receipts, and provide the approved PO number for the expenditures OR mail the original receipts with the approved PO number to the F&A office, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975.
• All receipts must include the department/project numbers, appropriate expenditure account codes, and authorized signatures as shown in the Departmental Authorization List (DAL).  All receipts must be taped to an 8½” x 11″ sheet of white paper (no color paper allowed) to reduce the risk of losing documents. Tape the top and bottom of the receipts, side by side, and use additional sheets if necessary. For scanned copies, make sure the receipts and documentation is legible.

• Missing documents and receipts that are not legible will cause delays in the process.
• Checks are processed on Tuesdays and Thursdays.
• If reimbursements are submitted on a Friday, the earliest the check will be available is the following Wednesday.

You may pay for food using petty cash if the funding source being used allows for such a purchase. For additional guidance on funds use please visit the UCF Expenditure Guidelines.

• Complete form 41-565 (Petty Cash and Change Fund Assignment).
• Send via campus mail to F&A General Accounting, Attn: petty cash accountant, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975, or email FAPettyCash@ucf.edu.
• Specify the amount you would like to increase your fund by, and provide justification.
• F&A will review this information, determine if a change should be made, and then notify you of the decision.
• If the request for additional funds brings the total fund balance above $1,000, the request will be forwarded to the university controller or their designee for approval.

• Complete form 41-565 (Petty Cash and Change Fund Assignment).
• Send via campus mail to F&A General Accounting, Attn: petty cash accountant, 12424 Research Parkway, Suite 300, Orlando, FL 32826-0975, or email FAPettyCash@ucf.edu.
• Indicate the amount you would like to decrease your fund, and provide a justification.
• Bring the excess cash to the cashier’s office along with a completed Departmental Expense Reimbursement Transmittal form (Form 41-908B).
• Use the appropriate department/project number and account 111000-Cash On Hand.
• Email a copy of the cashier’s receipt to FAPettyCash@ucf.edu.
• If the excess funds have been spent but don’t need to be replenished, submit the receipts along with a copy of the PO to the current AP petty cash processor, and indicate that you do not need to replenish your fund balance.

• Bring the excess cash to the cashier’s office along with a completed Departmental Expense Reimbursement Transmittal form (Form 41-908B).
• Use the appropriate department/project number and account 111000‐Cash On Hand.
• Email a copy of the cashier’s receipt to FAPettyCash@ucf.edu.
• Submit the remaining original receipts along with a copy of the PO to vendor payables and indicate that you do not need to replenish your fund balance.

Yes. The petty cash custodian may reimburse small dollar purchases of hazardous materials from local suppliers like AutoZone, Home Depot, Lowe’s, etc., as long as the cost does not exceed $25 per item. The receipt must show the purpose for the purchase. These purchases are also subject to UCF’s Procurement, Use, and Possession of Hazardous Materials and Radiation‐Producing Equipment Policy.

• The original receipt with detailed breakdown.
• The name of the prospective employee.
• Title of position for which the recruitment expense is incurred.
• The name of the university host and accompanying guest(s).
• Statement that the expenses were incurred as a result of recruiting for employment at UCF.
• Alcohol and alcohol products are strictly prohibited and are not reimbursable through UCF.
• The number of participants should be reasonable for the circumstance. As a guideline, the attendees should be the appropriate department head (or substitute) plus two other university hosts.

Generally all checks should be mailed, but if requested, they may be picked up by the vendor. Check pickup by any person other than the vendor is limited to the following situations:

• An honorarium for a speaker or guest lecturer if the speaking engagement is after office hours or on weekends and the vendor wants payment after the service is rendered.
• Entertainer or concert performer whose performance is after office hours or on weekends and the vendor wants payment after the service is rendered.
• Priority rush payment to a lawyer who handles visa application and applicable visa fees.
• Payment to a United States Post Office that doesn’t accept the PCard for the purchase of stamps or replenishing stamp meters.
• Stipends for REU (Research Experience for Undergraduates) or URE (Undergraduates Research Experience) students. The project manager or project coordinator may pick up the checks for distribution to the recipients only after they have met the deliverable requirements of their awards.
• Exceptional circumstances supported by appropriate and reasonable justification.

Checks for pickup are marked PU on the vouchers. Check pickups must have prior approval attached to the voucher packet. Please send requests for approval to Joel Levenson, Assistant VP Tax Payables and Procurement.

Yes, contact your respective Travel or Vendor Payables accountant/processor for proper handling. Provide a reason or justification for the request to facilitate the completion of the void/stop payment form. Original checks that need to be canceled or replaced must be stamped VOID and returned to Financial Affairs, if available.

There are many supplier benefits:

• Expedited payment which improves Days Sales Outstanding
• Elimination of check processing costs
• Elimination of collection costs associated with lost or misplaced checks
• More efficient handling of exception items
• Reduced exposure to check fraud
• Better control by eliminating the need to give out bank information for ACH payments
• Remittance data transmitted with payment for more efficient back-end reconciliation
• Going green - paperless, electronic payments are more secure, save money and conserve the
• environment by eliminating costs associated with printing and mailing paper checks
• For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large
• ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.

This is your client’s preferred method of payment and is part of an effort to reduce checks and eliminate inefficiencies and costs associated with paper. This method of payment will expedite receipt of payment and is more convenient than handling a check. Typically, credit card payments are deposited into your account within 48 hours of payment processing, compared to 7-10 days to process a check.

Payments will be processed as credit card transactions and your standard merchant bank fees will apply. There are no additional fees imposed by your client or issuing bank.

• For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.

You will receive the card account information via secure email or directly from your client. At that time you can provide your Card Authorization Form to your client for signature and maintain that form with the card information. Each remittance advice is your authorization to process the credit card transaction for the exact amount indicated.

Your client will provide you with the card account number and expiration date to keep on file. You will receive this information via phone or by secure email. The 3 digit CVV2 value is not provided in the secure email. If you need the 3-digit CVV2 code, your client will provide you with the same via a phone call. If you elect not to keep the card account number on file, you can opt to receive the card account number and expiration date with each remittance advice by secure email.

It is safe to maintain a card account number on file as there are zero dollars on the card until an invoice is approved for payment. Once an invoice is approved for payment, the card will be funded for the exact amount of the invoice(s) and you will receive a remittance advice. The remittance advice is an electronic confirmation that the card is ready to be charged. This technology eliminates risk associated with maintaining the card account number on file.

Receipt of payment will remain the same. If you currently receive one check for multiple locations,   you will maintain one card account number on file and the remittance advice will identify the appropriate location by invoice number, date and amount. If a separate check is sent to each remit to address, a unique card number will be assigned for each location.

You can elect to receive the remittance advice by email or fax. The remittance advice can be sent to multiple email addresses or one fax number. If you elect to receive the card account number and expiration date with each remittance advice, the delivery method is secure email.

Yes. If you cannot keep a card account number on file, the card account number and expiration date can be included in each remittance advice and sent via secure email.

In the first remittance advice email you receive, please click on the “secure email” attachment (“securedoc.html”). This will take you to the secure email site registration page. Please enter your email address and create a password and security question and answer. Registration is a one-time process and takes just a minute or two. Once complete, you will be logged in and presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

In each remittance advice email you receive, there will be a “secure email” attachment (“securedoc.html”). When you click on that attachment, you will be taken to the secure email login page where you can log in with your email address and password. Once you’ve logged in, you will be presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

If you have forgotten your password, there is a standard “Forgot your password” link on the login page. If you click this link, you will be prompted with your security question and assisted through creating a new password.

If you experience other technical difficulties, there will be a link provided in all remittance emails that will take you to a URL (http://securemsg.bankofamerica.com/l-en/en.html) that lists phone numbers and hours of operation for technical help. For support in the U.S., you can call 1.866.765.0732 Monday-Friday, 24 hours a day. There are additional phone numbers listed on the above webpage for servicing teams in other countries.

Each time you receive a secure remittance advice you will be required to click on the link contained within the email to access the card account number and expiration date. Once you log out of that site, the card account information will not be accessible again until you re-authenticate to the site.

Yes. There is a “Forgot your password” function that will verify your identity and re-establish a password.

Your terms will remain the same, however, you do gain float associated with this payment method. Funds are typically deposited within 48 hours after processing the transaction.

Your invoicing, current procedures and client contacts remain the same.

Your invoicing, current procedures and client contacts remain the same.

• Expedited receipt of cash, which improves days sales outstanding
• Elimination of check processing costs
• Elimination of collection costs associated with lost or misplaced checks
• More efficient handling of exception items
• Reduced exposure to check fraud
• Better control by eliminating the need to give bank information for ACH payments
• Remittance data transmitted with payment for more efficient back-end reconciliation
• Going green - paperless, electronic payments are more secure, save money and also help conserve the environment by eliminating printing and mailing paper checks

Additionally, helping your client streamline their payment processes by accepting card will likely strengthen your relationship with your client. It will also increase your marketability with other clients looking to make card payments.

BofAML has a partnership with Bank of America Merchant Services, a merchant acquirer. We can facilitate a referral to BAMS on your behalf at the end of our calling campaign. If you become enabled to accept credit cards, you can decide on a buyer to buyer basis from whom and when you want to take card for payment.