For petty cash replenishment requests, initiators add the petty cash custodian as the Supplier, then add each receipt as an Invoice Line with the receipt merchant as the "Description" of the line. The line amount should correspond to the amount of the receipt.
For example, if you have five receipts to submit with the payment request to replenish petty cash, then your request should have five line items, one for each of the receipts.
In this article, you will submit a payment request in the UGA Financial Management System for replenishment of petty cash.
First, log into the UGA Financial Management System.
On the UGA Financials page, click the Payment Request Center tile.
The Payment Request Center is displayed.
This page is used to view a summary of your requests and to add/edit/cancel payment requests.
Click the [+] button to create a new payment request.
The Summary page is displayed. This is Step 1 of 4 in the Payment Request Process.
The Business Unit field will default to 18000.
For the replenishment of petty cash, the Invoice Number will be the total number of receipts being submitted with the request.
In the Invoice Number field, enter "01".
For petty cash, the Invoice Date should be the current date. The system will automatically default to today's date.
In the Cost Sub-Total field, enter the total amount (across all receipts) that you are submitting for reimbursement.
Example shown here: "250" in the Cost Sub-Total field.
Documentation is required to justify the replenishment of petty cash. You must upload and attach each receipt related to the spending of petty cash.
To add appropriate documents, click the Attachments button.
The Attachments pop-up window is displayed.
Click the Add Attachment button.
Click the My Device button to select the document you need from your computer.
Select the appropriate document from your computer.
Click on the Petty Cash document.
Click the Open button.
Click the Upload button to attach the document to your payment request.
Click the Done button.
The Attachment Details window is displayed again.
You can add another attachment, edit the attachments, or add a description, as needed.
In the Description field enter "Petty Cash Replenishment".
The Notes/Comments field can be left blank or used for additional information.
Click the Next button.
The Supplier page is displayed. This page allows you to search and assign the supplier that should receive payment. This is Step 2 of 4 in the payment request process.
Since this a a request to reimburse petty cash, you will enter the custodian of the petty cash into the Supplier Name field.
Example shown here: "John Doe Petty Cash".
Click the Search button.
Click the appropriate Supplier Name link.
Click the Next button to continue to the next step.
The Invoice Details page is displayed. For petty cash replenishment requests, you will need to add a line for each receipt and include the merchant in each Description field. The line amount should correspond to the amount of the receipt.
For example, if you have five receipts to submit, then your request should have five line items, one for each of the receipts.
Click the Add Lines button to add a receipt.
Line 1 is displayed.
In the Description field, enter a description of the petty cash goods or services being paid for.
Example shown here: "Walmart".
In the Quantity field, enter the quantity for the line item.
Example shown here: "1".
In the Unit field, enter the unit of measure.
Example shown here: "EA".
In the Unit Price field, enter the price per unit.
Example shown here: "70.00".
In the Accounting Tag field, you can enter an Accounting Tag if desired.
An Accounting Tag is a ten character "short cut" for populating ChartFields if you have set up an accounting tag for a specific chartstring. You will still need to enter the Account Code and Budget Reference.
Click the Accounting Details button.
The Accounting Details page is displayed.
Enter the ChartFields needed to indicate which account should be charged. If an Accounting Tag was used, several fields will be filled in already, but Account Code and Budget Reference need to be added.
Example shown here: fill out the entire chartfield distribution.
Enter the appropriate Account Code. You can enter a partial Account Code to view a list of options from which to choose.
Example shown here: "7141".
Click the appropriate Account Code from the dropdown list.
Example shown here: 714100 for Supplies & Materials.
To enter the Chartfield information, click the Chartfields tab.
Enter the appropriate chartstring information into the displayed fields, beginning with the Fund Code.
After you have finished entering the entire chartstring, click the Done button.
Click the [+] button to add additional lines, one for each additional receipt.
Continue adding lines with their associated chartstring information as needed.
When you are ready, click the Next button to continue.
The Review and Submit page is displayed. This is Step 4 of 4 in the payment request process.
Review the information on this page before submitting your request. If you need to make edits, navigate back to the appropriate page.
Once you have reviewed the information, click the Submit button.
A pop-up window will display asking if it is okay to submit your payment request.
Click the OK button to proceed.
On the Payment Request Center page, a message is displayed indicating that the payment request was submitted successfully.